Executive Assistant – Founder’s Office & Strategic Coordination
Multiplier AI · Noida, India ·
- Category
- Operations
About Multiplier AI Limited
Multiplier AI Limited is an AI-first healthcare analytics and technology company focused on transforming healthcare and pharmaceutical businesses through Artificial Intelligence, advanced analytics, automation, and digital transformation solutions.
We work with leading pharmaceutical, healthcare, and life sciences organizations to build intelligent platforms that improve commercial effectiveness, healthcare marketing, patient engagement, business intelligence, and operational efficiency.
At Multiplier AI, we foster a fast-paced, innovation-driven environment where technology, execution, and strategic thinking come together to solve real-world healthcare challenges.
We are currently looking for a highly organized, proactive, and execution-focused Executive Assistant – Founder’s Office & Strategic Coordination to support leadership in managing business priorities, coordination, communication, and execution tracking.
About the Role
This is not a traditional Executive Assistant role focused only on calendar management. We are looking for someone who can function as an extension of the Founder’s Office by ensuring smooth coordination across teams, tracking priorities, managing follow-ups, organizing meetings, and supporting strategic execution.
The ideal candidate should be detail-oriented, highly organized, trustworthy, proactive, and capable of handling multiple priorities in a dynamic business environment.
Key Roles & Responsibilities
1. Calendar & Meeting Management
Manage leadership calendars, appointments, meetings, and scheduling priorities.
Coordinate internal and external meetings with clients, partners, vendors, and stakeholders.
Ensure meeting agendas, documents, presentations, and discussion points are prepared in advance.
Avoid scheduling conflicts and ensure smooth coordination of leadership commitments.
Send reminders and maintain meeting timelines.
2. Minutes of Meeting (MoM) & Follow-Up Tracking
Attend meetings and prepare detailed Minutes of Meeting (MoM).
Capture action items, timelines, responsibilities, and key decisions.
Maintain trackers for pending and completed action items.
Follow up with internal teams and stakeholders to ensure timely execution.
Escalate delays or blockers to leadership when required.
3. Founder’s Office Coordination
Coordinate with departments including HR, Finance, Operations, Marketing, Technology, and Business teams.
Track strategic priorities and ensure timely execution of leadership initiatives.
Prepare daily, weekly, and monthly status reports for leadership reviews.
Maintain visibility on important deadlines and deliverables.
4. Communication & Documentation Management
Draft professional emails, meeting summaries, business communications, and follow-up notes.
Organize and maintain confidential documents, reports, presentations, and business records.
Maintain structured folders and documentation systems for easy access.
Coordinate communication between leadership and internal/external stakeholders.
5. Travel & Event Coordination
Manage travel bookings including flights, hotels, transportation, and itineraries.
Coordinate logistics for conferences, meetings, workshops, and business events.
Support event planning, guest coordination, and vendor communication.
Ensure smooth execution of leadership travel and event schedules.
6. HR & Recruitment Coordination
Coordinate interview scheduling and candidate communication.
Maintain hiring trackers and recruitment updates.
Support onboarding coordination for leadership-driven hiring requirements.
Follow up with HR teams regarding offers, joining dates, and documentation.
7. Finance & Compliance Coordination
Coordinate with finance teams, auditors, consultants, and vendors for documentation.
Track invoices, approvals, reimbursements, and compliance-related activities.
Maintain trackers for important submissions and deadlines.
Ensure timely coordination for leadership approvals.
8. Strategic Execution Support
Assist leadership in tracking business priorities and strategic initiatives.
Coordinate cross-functional execution and ensure accountability.
Support presentations, reports, dashboards, and business reviews.
Help streamline workflows and improve operational efficiency.
Requirements
Educational Qualifications
Bachelor’s degree in Business Administration, Management, Commerce, Communications, or a related field.
MBA or postgraduate qualification is preferred but not mandatory.
Additional certifications in project coordination, administration, operations, or communication will be an advantage.
Required Experience
1–2 years of experience as an Executive Assistant, Founder’s Office Executive, Operations Coordinator, Program Coordinator, or a similar role.
Prior experience supporting founders, CXOs, senior leadership, or startup environments is preferred.
Experience in healthcare, technology, consulting, SaaS, or fast-growing organizations will be an added advantage.
Required Skills & Competencies
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Exceptional follow-up and execution discipline.
High attention to detail and confidentiality.
Strong stakeholder management and coordination skills.
Proficiency in Google Workspace, MS Office, Google Sheets, Google Docs, Google Calendar, Zoom, and project tracking tools.
Comfortable using AI productivity tools for documentation, summarization, and workflow management.
Ability to work independently in a fast-paced environment.
Benefits
Opportunity to work directly with founders and senior leadership.
Exposure to strategic business operations and decision-making.
Fast-paced, innovation-driven work environment.
Career growth opportunities in the AI, healthcare, and technology sectors.
High ownership and learning opportunities.