Job location: Mumbai

Type: Fulltime

Working Structure: Hybrid

About Us: Join our dynamic and innovative startup skincare brand that is committed to redefining beauty standards with clean, effective, and sustainable products. Founded by beauty influencer Diipa Büller-Khosla, the brand emphasizes authenticity, and transparency, offering vegan and cruelty-free products that cater to diverse skin types while celebrating cultural heritage. We believe in empowering our customers with science-backed skincare solutions, and we’re looking for Executive Assistant to the founder Oleg Büller-Khosla.

Key Responsibilities

1. Calendar & Schedule Management

• Own and manage the Founder’s calendar, coordinating internal and external meetings, appointments and commitments.
• Schedule meetings, block focus time and proactively manage priorities.
• Ensure the Founder’s day runs efficiently, anticipating scheduling conflicts and making adjustments where necessary.

2. Travel Planning & Coordination

• Manage end-to-end domestic and international travel arrangements, including flights, accommodation, ground transportation and itineraries.
• Coordinate travel logistics and manage last-minute changes or unforeseen requirements.
• Ensure all travel documentation and arrangements are organised in advance.

3. Communication & Correspondence Management

• Manage the Founder’s emails, calls and correspondence, ensuring timely responses and follow-ups.
• Draft, review and coordinate professional communications on behalf of the Founder.
• Track pending responses, important conversations and action items to ensure nothing falls through the cracks.

4. Stakeholder & Relationship Management

• Act as the primary coordination point between the Founder and internal teams, investors, clients, partners, vendors and external stakeholders.
• Coordinate meetings, communications and follow-ups with key business stakeholders.
• Facilitate smooth communication across departments and ensure timely execution of commitments.

5. Task, Project & Priority Management

• Track the Founder’s priorities, action items, deadlines and ongoing commitments.
• Follow up with relevant teams and stakeholders to ensure tasks are completed on time.
• Proactively identify potential bottlenecks and resolve operational challenges.
• Assist in coordinating business initiatives, strategic projects and cross-functional requirements.

6. Documentation & Business Support

• Prepare, draft, format and maintain business documents, presentations, briefs, reports and meeting notes.
• Assist with board meeting preparation, agendas and action-point tracking.
• Support the preparation and organisation of business reports, operational updates and internal documentation.
• Maintain confidentiality and ensure sensitive business information is handled appropriately.

7. Office Administration & Facilities Management

• Take complete ownership of day-to-day office administration, ensuring smooth and efficient office operations.
• Oversee pantry inventory and replenishment, coordinating with housekeeping staff on purchase requirements and ensuring essential supplies are adequately stocked.
• Monitor and track office expenditure across pantry, stationery, supplies, utilities and general administrative expenses.
• Maintain an updated administrative expense tracker, recording all office purchases, payments and recurring expenses.
• Manage petty cash disbursements to housekeeping and support staff for ad hoc office expenses, ensuring appropriate records and accountability.
• Oversee office facilities and maintenance, including air conditioning, furniture repairs, chairs, tables, plants, Wi-Fi and other infrastructure requirements.
• Coordinate with vendors, service providers and maintenance personnel to ensure timely repairs and upkeep.
• Track recurring utility bills, including Wi-Fi and other office-related payments, ensuring timely processing.
• Coordinate founder’s guests and visitors, ensuring a seamless and professional experience during their visits.
• Support general office logistics, procurement, supplies management and other administrative requirements as needed.

8. Problem Solving & Operational Support

• Act as a reliable point of contact for resolving day-to-day operational challenges.
• Take initiative to identify gaps, remove blockers and simplify processes.
• Step in wherever required to support the Founder and ensure business operations continue smoothly.
• Handle additional personal and professional responsibilities for the Founder with discretion and efficiency.

What We're Looking For

• 2–3 years of experience in an Executive Assistant, Personal Assistant or administrative support role.
• Excellent organisational, multitasking and time-management skills.
• Strong verbal and written communication skills.
• Exceptional attention to detail and the ability to manage multiple priorities simultaneously.
• High levels of discretion, confidentiality and trustworthiness.
• Strong interpersonal skills and the ability to coordinate with stakeholders at all levels.
• Proficiency in Microsoft Office, Google Workspace and other productivity tools.
• Resourcefulness, adaptability and the ability to work effectively in a fast-paced startup environment.
• Ability to remain calm under pressure, exercise sound judgement and take ownership of responsibilities.

This Role Is for You If You

• Have a strong ownership mentality and a genuine get-it-done attitude.
• Anticipate needs before they are communicated.
• Are proactive, energetic, responsive and solutions-oriented.
• Take initiative rather than waiting for instructions.
• Can seamlessly switch between strategic business support and hands-on operational responsibilities.
• Are comfortable managing ambiguity and handling unexpected situations.
• Understand that being an Executive Assistant goes beyond managing a calendar — it means enabling a leader to operate effectively.

This is more than an EA role. It is about being a trusted enabler to a leader building at full speed. If you're someone who can manage complexity, bring structure to chaos and execute with grace, we'd love to meet you.