Executive Assistant

We are looking to hire for the position of Executive Assistant – Operations (EA–Ops) for our Founder's Office.

Key details for the mandate:

Role: Executive Assistant – Operations

Experience: Minimum 5 years

Location: Turbhe, Navi Mumbai (In-office only)

Working days : Monday to Saturday.

Joining: Immediate to 30 days

Industry Preference: FMCG or Manufacturing, but candidates must have strong exposure to EA, operations, coordination, and MIS

Must-have skills: Founder support, calendar management, team follow-ups, operational coordination, MIS/Excel proficiency, project tracking

Responsibilities

1. Founder Support & Calendar Management

● Full ownership of the Founder's calendar

● Scheduling, prioritising, and coordinating all meetings

● Preparing meeting briefs and tracking action items

Managing daily communication and correspondence

2. Follow-ups & Execution Tracking

● Proactively following up with teams on tasks and deadlines

● Maintaining structured trackers for weekly goals

● Ensuring accountability without micromanaging

● Coordinating updates across departments

3. Operations & Coordination

● Handling daily operational requirements and process coordination

● Ensuring smooth communication flow internally

● Vendor coordination and documentation management

● Creating and maintaining SOPs where required

4. MIS & Reporting

● Building and maintaining dashboards (weekly, monthly)

● Collecting data from teams and presenting insights to Founder

● Strong capability in Excel/Sheets for MIS

● Preparing reports, summaries, and presentations

5. Project Management

● Assisting in planning and executing key projects end-to-end

● Maintaining project trackers and flagging any delays

● Cross-functional coordination for operational initiatives

● Ensuring timely closure of action items

Skills & Requirements

● Minimum 5 years of experience in Executive Assistant, Operations, Project Coordination, or

Founder's Office roles

● Strong proficiency in Excel/Google Sheets and reporting

● Excellent communication (written + verbal)

● High level of ownership, discretion, and maturity

● Strong organisational skills and ability to manage multiple priorities

● Tech-savvy and comfortable with tools like Notion, Asana, Trello, Slack, etc.

● Ability to follow up firmly yet politely

Educational Background

● Graduate (MBA/PG degree preferred but optional)

Personality Fit

● Mature, reliable, and highly accountable

● Structured thinker with strong execution discipline

● Anticipates needs and solves problems independently

● Calm under pressure, with a positive, solution-driven mindset

Prior experience supporting founders/Sr. leadership

Candidates should be stable and have handled execution-heavy roles

Interested candidates can share resume on zainab.malekpurwala@smartmoves.co.in