Executive Assistant to Co-founder

About the Role Finsmart Accounting is looking for a smart, organized, reliable, and communication-driven 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)