We are hiring for EA to Founder for Mumbai-based events, branding, design and gifting agency specialising

Job Description:

Designation  - Personal Assistant / Executive Assistant to Founder

Number of Vacancies - 1 

Qualification - Graduate in any field. Additional qualifications in business administration, communication, hospitality, event management or office management would be preferred but are not mandatory.

 Gender - Male or Female

 Work Timings - 10:30 AM to 7:00 PM

The candidate should be flexible when required, especially during event days, high-pressure deadlines, travel planning, personal appointments or urgent coordination. Candidate should be available on call and message at all times.

 Working Days - Monday to Friday

Occasional Saturday / extended hours may be required depending on events, deadlines and urgent personal or work-related requirements.

 Work Location -Opera House, Mumbai

The role may involve occasional local travel within Mumbai for errands, meetings, vendor coordination, personal work or event-related requirements. The role may also involve travel for events with me within India and overseas.

Other Employee Benefits - Leave as per company policy.

Performance-based growth may be considered over time.

 Experience - 3–6 years preferred in a Personal Assistant, Executive Assistant, Founder’s Office, Office Coordinator, Client Servicing, Admin, Hospitality, Events, Family Office or similar coordination-heavy role.

 Candidates with experience supporting founders, entrepreneurs, senior management, HNIs or creative businesses would be preferred.

Job Description – We are looking for a highly organised, responsible and proactive Personal Assistant / Executive Assistant to support the Founder of All That Jazz across both personal and professional responsibilities.

 The role requires someone who can become a strong second-in-command in terms of coordination, reminders, follow-ups and ensuring that things are moving.

Key responsibilities will include:

* Managing the Founder’s calendar, meetings, appointments and daily schedule.

* Coordinating between the Founder, internal team members, vendors, clients, home staff, children and external professionals.

* Ensuring team members are completing assigned work and following up on pending tasks.

* Maintaining task lists, reminders, deadlines and daily priorities.

* Managing personal appointments, school-related coordination, doctor appointments, travel bookings, household coordination and family logistics when required.

* Drafting and sending basic WhatsApp messages, emails and follow-up notes on behalf of the Founder.

* Coordinating with accountants, lawyers, doctors, schools, vendors, service providers and other external contacts.

* Helping organise documents, files, bills, receipts, payments, travel details and important records.

* Tracking work progress across events, social media, design, gifting and other ongoing projects.

* Ensuring nothing falls through the cracks.

* Supporting the Founder during busy periods, events, client meetings and urgent deadlines.

* Handling confidential information with complete discretion.

* Bringing structure, calm and follow-through to a fast-paced creative work environment.

The ideal candidate should be extremely organised, quick, sharp, polished, trustworthy and comfortable managing multiple moving parts.

The candidate must have:

* Excellent spoken and written English.

* Strong WhatsApp and email communication skills.

* Good command over Hindi.

* Strong follow-up skills.

* Good computer skills, including Excel / Google Sheets, Apple Calendar, Google Calendar, Google Drive, email and WhatsApp.

* Ability to work with lists, reminders, trackers and task management systems.

* Comfort with a fast-paced, creative and entrepreneurial environment.

* Maturity, discretion and emotional intelligence.

* Ability to handle both personal and professional responsibilities with sensitivity and confidentiality.

* A proactive mindset - someone who reminds, follows up and anticipates what is needed rather than waiting to be told.

* Presentable personality and good interpersonal skills.

* Comfort with occasional travel within India and overseas.

* Previous experience with founders, entrepreneurs, family offices, events, hospitality, luxury, design, lifestyle, client servicing or creative businesses would be preferred.

This is not a basic secretary role. We are looking for someone who can think ahead, take ownership, follow through and help ensure that both personal and professional matters are being handled smoothly.