Secretary To Managing Director at NDX Financial… · Mumbai…

JOB DESCRIPTION
Secretary to Founder
Founders Office | Mumbai
Role Overview
We are looking for a highly organised, proactive, detail-oriented and dependable professional to work closely with the Founder. The role will be responsible for managing the Founders calendar, travel, meetings, stakeholder coordination, follow-ups and day-to-day administrative requirements. This is a high-ownership position requiring strong judgment, confidentiality and the ability to anticipate requirements and manage changing priorities independently.
Key Responsibilities
1. Calendar & Schedule Management

• Manage and maintain the Founders calendar, meetings, appointments and commitments.
• Prioritise meetings and proactively identify and resolve scheduling conflicts.
• Coordinate with internal and external stakeholders for meetings, calls and discussions.
• Track important deadlines, commitments, follow-ups and personal/business appointments.
• Ensure the Founder is adequately prepared with the required context, documents and information before important meetings.

2. Travel Management

• Manage end-to-end domestic and international travel arrangements for the Founder.
• Coordinate flights, hotels, ground transportation, itineraries and other travel requirements.
• Prepare and maintain clear and detailed travel schedules and itineraries.
• Coordinate with travel agencies, hotels, airlines and other service providers as required.
• Handle last-minute travel changes, cancellations and adjustments efficiently.

3. Stakeholder Management

• Coordinate effectively with CXOs, senior leadership, clients, investors, partners and other external stakeholders.
• Act as a key point of coordination between the Founder and internal/external stakeholders.
• Maintain professional and timely communication on behalf of the Founder where required.
• Ensure follow-ups are completed and action items are closed within agreed timelines.

4. Meeting & Follow-up Management

• Coordinate meetings and ensure all relevant information, documents and participants are aligned beforehand.
• Maintain meeting notes, action items and follow-up trackers where required.
• Follow up with respective stakeholders to ensure timely closure of commitments.
• Maintain a structured view of pending tasks, priorities and upcoming commitments.

5. Founders Office Support

• Support the Founder with day-to-day administrative and operational requirements.
• Assist with presentations, reports, documents, correspondence and other business-related requirements.
• Research, organise and consolidate information required for meetings and decision-making.
• Coordinate with internal teams to ensure timely execution of Founder-level requirements.
• Handle sensitive and confidential information with complete discretion.

6. General Administration & Coordination

• Maintain an organised system for important documents, contacts, schedules and records.
• Coordinate logistics for business meetings, events and visits.
• Manage multiple priorities simultaneously while maintaining accuracy and responsiveness.
• Take ownership of tasks from initiation through completion without requiring constant supervision.

Candidate Profile

• 38 years of experience in Executive Assistant, Secretary to Founder/CEO, Founders Office, Executive Office or a similar role.
• Strong experience in calendar management, travel planning and executive coordination.
• Excellent stakeholder management and verbal and written communication skills.
• Comfortable interacting with senior executives, clients, investors and external stakeholders.
• Highly organised, detail-oriented and strong in follow-ups.
• Ability to manage changing priorities, urgent requests and last-minute requirements.
• High level of professionalism, discretion, confidentiality and ownership.
• Proficiency in Google Workspace / Microsoft Office and calendar management tools.

Key Competencies

• Calendar & Time Management
• Travel & Logistics Management
• Stakeholder Management
• Communication & Coordination
• Follow-up & Execution
• Attention to Detail
• Confidentiality & Discretion
• Prioritisation & Multitasking
• Proactive Problem Solving
• Ownership & Reliability

Ideal Candidate
The ideal candidate will be proactive rather than reactivesomeone who can anticipate the Founders requirements, organise information and priorities, follow up without repeated reminders, and ensure that meetings, travel and commitments are executed smoothly. The candidate should be comfortable working in a fast-paced environment where priorities may change at short notice.