Executive Assistant to Director

Job Description

About the Role

We are looking for an Executive Assistant to support the Co-founder's office. This role combines calendar management, meeting coordination, external communication follow-ups, podcast/webinar coordination, travel and event support, documentation, and action tracking. The ideal candidate should be excellent at scheduling, follow-ups, coordination, written communication, and handling multiple moving parts with maturity and ownership.

Key Responsibilities

1. Calendar & Daily Schedule Management

● Manage the Co-founder's daily, weekly, and monthly calendar.

● Schedule internal and external meetings across India and US time zones.

● Manage meeting invites, calendar links, reminders, rescheduling, and follow-ups.

● Ensure meeting links, agendas, documents, and basic context are ready before calls.

● Protect focus time, flag calendar conflicts, and help maintain a smooth daily rhythm.

2. Meeting Preparation, Follow-ups & Action Tracking

● Prepare basic meeting briefs with purpose, past context, required documents, and expected next steps.

● Coordinate with internal teams to collect relevant inputs before key meetings.

● Track action items from meetings and discussions.

● Maintain daily and weekly follow-up trackers.

● Follow up with internal teams and external stakeholders to ensure timely closure.

● Ensure important tasks, commitments, and conversations do not fall through the cracks.

3. Email, Message & Communication Support

● Draft basic emails, reminders, confirmations, thank-you notes, and follow-up messages.

● Support communication with clients, partners, podcast guests, webinar speakers, vendors, and internal stakeholders.

● Track important emails/messages that need response or action.

● Maintain a warm, professional, and clear communication style.

● Escalate important matters to the Co-founder in a timely manner.

4. Podcast, Webinar & External Coordination

● Coordinate with podcast guests and webinar speakers for scheduling and confirmations.

● Share calendar invites, meeting links, bios, headshots, topics, and preparation notes.

● Coordinate with the content and marketing team for promotional requirements.

● Maintain trackers for podcast guests, webinar speakers, partner conversations, and event follow-ups.

● Ensure all external guests have a smooth and professional experience with Finsmart.

5. Travel & Conference Support

● Coordinate domestic and international travel plans.

● Manage flights, hotels, transport, visa documents, insurance, conference registrations, and itinerary details.

● Prepare travel folders with tickets, hotel confirmations, event schedules, meeting lists, and important contacts.

● Coordinate client meetings, networking meetings, dinners, socials, and conference-related follow-ups.

● Support post-event follow-up tracking with clients, prospects, partners, and industry contacts.

6. Documentation, Organization & Founder Productivity

● Maintain organized folders, trackers, contact lists, meeting notes, and important documents.

● Keep updated lists for clients, partners, event contacts, podcast guests, webinar speakers, and internal action items.

● Manage reminders, appointments, subscriptions, renewals, and basic administrative tasks where required.

● Coordinate with internal admin, finance, HR, marketing, and sales teams for operational matters.

● Help reduce scheduling gaps, missed follow-ups, and coordination delays.

Ideal Candidate Profile We are looking for someone with:

● 3–6 years of experience as an Executive Assistant, Founder's Office Coordinator, Executive Coordinator, Admin Executive, Communication Coordinator, or similar role. Dealing with US clients, community is an added advantage.

● Strong calendar and meeting management skills.

● Excellent written and spoken English.

● Ability to communicate professionally with senior external stakeholders.

● Strong follow-up discipline

and attention to detail.

● Comfort working across India and US time zones.

● Good working knowledge of Google Calendar, Gmail, Google Sheets, Google Docs, Excel, and basic project trackers.

● Prior experience supporting founders, CXOs, US-facing teams, events will be preferred

Requirements

Skills Required:

● Calendar management

● Meeting coordination

● Email drafting

● Follow-up tracking

● Travel planning

● Event coordination

● Podcast/webinar coordination

● Documentation

● Stakeholder coordination

● Google Workspace / MS Office

● Ownership and reliability

● Confidentiality and discretion

Benefits

Success Metrics :

The person will be measured on:

● Calendar discipline and meeting preparedness.

● Timely scheduling and rescheduling of meetings.

● Timely follow-ups and closure of action items.

● Accuracy of trackers, notes, documents, and travel plans.

● Smooth coordination of podcasts, webinars, events, and external meetings.

● Reduction in missed follow-ups or scheduling gaps.

● Quality and professionalism of communication.

● Ability to handle confidential information responsibly.

● Overall improvement in the Co-founder's productivity and daily rhythm

Timings: 12 PM to 9 PM (Flexible to US time zone when co-founder is travelling)