Founder’s Office Assistant (EA + Admin) Full Time

Founder’s Office Assistant (EA + Admin)

We are looking for a proactive and highly organized individual to manage day-to-day administrative operations, support the Founder’s Office, and ensure seamless coordination across teams.

Key Responsibilities:

Founder’s Office Support

• Work closely with the Founder (KB) to manage day-to-day priorities, schedules, and strategic follow-ups.
• Manage the Founder’s calendar, meetings, appointments, travel plans, and correspondence.
• Assess meeting priorities and proactively schedule or reallocate appointments as required.
• Attend meetings with the Founder when required, prepare agendas, record Minutes of Meetings (MoMs), and ensure timely follow-ups.
• Act as the primary point of coordination between the Founder and internal/external stakeholders.

Operations & Administration

• Oversee office administration and ensure smooth operational workflow across departments.
• Supervise office support staff, housekeeping, and vendor coordination.
• Manage office and showroom requirements including supplies, maintenance, and infrastructure readiness.
• Handle administrative responsibilities such as attendance tracking for support staff, asset management, workstation/laptop readiness for new joiners, guest arrangements, and documentation management.
• Maintain electronic filing systems and ensure proper documentation and record management.

Coordination & Project Management

• Coordinate across teams and monitor project timelines to ensure timely execution.
• Follow up with team members on ongoing tasks, deliverables, and pending actions.
• Support SOP implementation and operational efficiency initiatives.
• Take ownership of assigned projects and new business initiatives.
• Oversee virtual and internal projects by delegating tasks and monitoring progress.

Client & Stakeholder Management

• Liaise with clients, business partners, vendors, and guests professionally.
• Handle client communication, discovery calls, meeting coordination, and follow-ups.
• Monitor and coordinate client payment follow-ups with relevant internal teams.
• Ensure effective communication flow between leadership, clients, and teams.

Reporting & Communication

• Prepare presentations, reports, trackers, and business documents as required.
• Conduct research for meetings, presentations, and strategic discussions.
• Maintain confidentiality while handling sensitive business information.

Requirements

• 3–5 years of experience in Executive Assistant, Founder’s Office, Administration, Project Coordination, or similar roles.
• Prior experience working closely with founders or senior leadership teams is preferred.
• Excellent communication skills in English (written and verbal).
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to thrive in a fast-paced environment and manage multiple priorities efficiently.
• Strong sense of ownership, accountability, and problem-solving mindset.
• Proficiency in MS Office, Google Workspace, and project management tools.
• Ability to independently manage teams, vendors, clients, and stakeholders.
• High level of professionalism and confidentiality.

Preferred Qualities

• Proactive and self-driven personality.
• Strong leadership and coordination skills.
• Solution-oriented mindset with execution focus.
• Keen interest in business operations, management, and organizational growth.
• Ability to adapt quickly and work under pressure.