Executive Assistant to CEO

About Flipspaces

Flipspaces is a pioneering design-tech company revolutionizing commercial interiors. Leveraging an AI-enhanced platform, clients collaboratively visualize and customize their spaces live. The company offers integrated manufacturing and full execution services and has completed over 10 million sq. ft. of projects for startups, enterprises, coworking brands, and global corporations. Founded by IIT graduates, Flipspaces is rapidly expanding across India, the US, Singapore, and the Middle East, operating from seven offices with a team of 500 professionals. Their five-year vision focuses on accelerated scaling, speed, and worldwide impact.

Why Join Flipspaces?

Following a $50 million Series C funding round with investors including Iron Pillar, SMBC Asia Rising Fund, Panthera Growth Partners, and CE-Invests, Flipspaces plans to scale across India, the US, and UAE, enhance AI-driven technologies, and pursue strategic acquisitions. The company blends design innovation, immersive VR, data-driven deployment, and cutting-edge technology to redefine commercial interior experiences.

Role Overview

We seek a highly organized, tech-savvy, and proactive Executive Assistant to the CEO. This person will handle calendar and meeting management, communications, strategic initiatives, and liaise with stakeholders. Proficiency with AI tools, task management platforms, and automation to boost productivity is essential. The role demands ownership of scheduling, meeting documentation, follow-ups, events, and confidential communication, translating dialogues into structured actions and ensuring timely completion to keep the Founder focused on critical priorities.

Key Responsibilities

• Manage the Founder’s calendar, prioritizing meetings based on urgency and impact, resolving scheduling clashes, and planning logistics including travel and accommodation.
• Maintain centralized trackers for commitments, assign tasks with clear deadlines and ownership, and proactively monitor progress, highlighting risks or delays to preserve business outcomes.
• Coordinate leadership and stakeholder meetings, prepare agendas, presentations, attend meetings to take minutes, document decisions and next steps, circulate notes, and track action completion.
• Utilize AI applications such as ChatGPT and Microsoft Copilot to generate meeting summaries, draft communications, gather research, automate routine admin functions, and optimize productivity with confidentiality safeguards.
• Serve as the liaison between the Founder and key internal/external stakeholders, managing professional communications, ensuring prompt responses, and handling sensitive information discreetly.
• Organize leadership events, conferences, networking sessions, overseeing invitations, scheduling, vendor coordination, budgets, and post-event analysis.
• Support strategic business initiatives through research, report preparation, cross-team coordination, leadership presentations, and monitoring high-priority project progress.
• Maintain secure, organized repositories of confidential documents with proper version control and access restrictions.

Skills and Competencies

• Strong command of AI platforms like ChatGPT, Microsoft Copilot, Gemini, or equivalents.
• Exceptional verbal and written communication abilities.
• Advanced expertise with Microsoft Office Suite and Google Workspace.
• Expertise in calendar, meeting, and travel logistics management.
• Proven track record of preparing comprehensive Minutes of Meetings and managing actions until closure.
• Excellent multitasking, planning, and prioritization skills with high attention to detail.
• Capability to transform meeting discussions into actionable tasks efficiently.
• Highest level of discretion, confidentiality, and mature professionalism.
• Ability to operate independently in a fast-paced, dynamic founder-driven environment.
• Problem-solving orientation combined with urgency and ownership.

Preferred Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, Commerce, Communications, or related fields.
• At least four years of relevant experience in Executive Assistant roles, Founder’s Office, Chief of Staff positions, or Project Coordination.
• Experience supporting founders, CEOs, CXOs, or senior business leaders is highly valued.
• Background in startups, rapid-growth, or technology-focused companies is a plus.
• Experience in organizing leadership events and managing cross-functional initiatives preferred.

Why Work Here?

• Unique combination of technology, design, and manufacturing.
• Leadership team with strong IIT and startup experience.
• High ownership culture focused on customer success.
• Opportunity to contribute to rapid global growth and expansion.