Executive Assistant - Xanadu Studio

Executive Assistant

Location: Mumbai, On-Site Reports to: CEO Employment Type: Full-time

About the Role

We're looking for a sharp, highly organized Executive Assistant to join Xanadu Studio. This is not a traditional EA role — you'll sit at the center of the studio's operations, working directly with the CEO to keep priorities moving, projects on track, and the business running smoothly. You'll be trusted with real responsibility across scheduling, project management, and cross-functional coordination with Accounts, HR, and other functions.

This role is ideal for someone who thrives in fast-paced, ambiguous environments, enjoys wearing multiple hats, and wants a front-row seat to how a growing studio is built and run.

Key Responsibilities

Calendar & Meeting Management

• Own the CEO’s calendar end-to-end — scheduling, prioritizing, and resolving conflicts

• Coordinate and set up internal and external meetings, ensuring agendas, attendees, and logistics are handled in advance

• Prepare briefing notes, follow-ups, and action items from meetings

Project & Studio Operations

• Track and manage ongoing projects across the studio, ensuring deadlines and deliverables stay on schedule

• Act as a central point of coordination between teams, flagging risks or blockers to the Founder proactively

• Maintain project trackers, dashboards, and status reports

Executive & Administrative Support

• Serve as a trusted arm of the CEO on day-to-day executive tasks

• Liaise with the Accounts/Finance team on invoices, approvals, reimbursements, and vendor payments

• Coordinate with HR on hiring pipelines, onboarding, documentation, and other people-related processes

• Handle confidential information with discretion and professionalism

General Support

• Draft correspondence, presentations, and internal communications on behalf of the Founder

• Manage travel arrangements, expense reports, and other logistical needs

• Take initiative on ad hoc projects and special assignments as they arise

What We're Looking For

• Exceptional organizational skills with strong attention to detail

• Excellent written and verbal communication skills

• Comfortable managing multiple projects and stakeholders simultaneously

• High level of discretion and sound judgment when handling sensitive information

• Proactive, resourceful, and able to work independently with minimal oversight

• Proficiency with productivity and project management tools (e.g., Google Workspace, Slack, Basecamp)

Nice to Have

• Prior experience working directly with a founder or C-suite executive

• Exposure to basic finance/accounting processes and HR coordination

• Experience in a creative studio, agency, or startup environment
  

Why Join Us

• High-visibility role with real ownership and impact on studio operations

• Opportunity to grow into a broader Chief of Staff or Operations role as the studio scales