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