Executive Assistant - Founding Team

Executive Assistant – Founding Team

Location

Bengaluru / Chennai, with travel to Chettinad and other event locations as required

Employment

Full-time

Experience

1–3 years preferred

Compensation

₹3.5–5 lakh per annum, depending on experience and fit

About the job

This is a new premium experiences and events company built around a simple idea: exceptional experiences are curated, not assembled.

We are building a deliberately small, highly hands-on company focused on creating distinctive private celebrations and experiences with exceptional attention to detail.

As an early member of the team, you will have the opportunity to see the company being built from the ground up and take on increasing responsibility as Vishesham grows.

The Role

We are looking for a highly organised, resourceful and dependable Executive Assistant to support our Founding Team, working particularly closely with the Co-Founder & COO.

This is not a conventional EA role limited to calendars and meetings.

You will help keep the company organised across clients, events, vendors, finances, travel, documentation and day-to-day operations.

You will often be the person ensuring that conversations turn into actions, actions have owners, deadlines don't slip, financial documents are recorded correctly and important details don't get lost.

For the right person, we expect the role to grow significantly with the company.

Key ResponsibilitiesExecutive & Founding Team Support

Manage calendars, meetings, appointments, travel and scheduling.

Organise meeting agendas and take clear notes where required.

Maintain action trackers and follow up on agreed tasks and deadlines.

Coordinate communication between founders, team members, clients and external partners.

Organise documents and information so they can be retrieved quickly.

Handle confidential business, financial and client information with discretion.

Help the leadership team stay focused on the highest-priority issues.

Client & Event Coordination

Support the team from initial client enquiry through planning, execution and post-event follow-up.

Schedule client meetings, property visits, tastings, vendor discussions and planning sessions.

Maintain accurate records of client preferences, decisions, approvals and outstanding actions.

Help coordinate guest information, accommodation, transportation and other event logistics where required.

Maintain event checklists, timelines and trackers.

Follow up with internal and external stakeholders to ensure deadlines are met.

Assist the operating team during site visits and events when required.

Vendor & Partner Coordination

Maintain an organised database of properties, caterers, designers, photographers, artists, production partners, transportation providers and other vendors.

Collect and organise quotations, proposals, invoices and supporting documents.

Track vendor deliverables and deadlines.

Schedule vendor meetings and site visits.

Follow up on pending information and documentation.

Maintain updated vendor contact information, rate cards and commercial information.

Help ensure vendor commitments and payments are properly documented.

Accounts & Financial Data Entry

You do not need to be an accountant. However, accurate financial administration will be an important part of the role.

You will

Enter day-to-day expenses, invoices, receipts and other transaction information into the company's accounting system and/or financial trackers.

Collect, organise and digitally file vendor invoices, bills, receipts and payment confirmations.

Maintain event-wise expense records, allowing the team to compare actual costs against approved event budgets.

Record and track vendor advances, balance payments and outstanding amounts.

Record client collections and maintain payment trackers.

Help maintain reimbursement and petty-cash records where applicable.

Assist with basic reconciliation by ensuring transactions have appropriate invoices and supporting documents.

Follow up with vendors for missing invoices, GST invoices and payment documentation.

Prepare and organise information required by the company's accountant/CA for bookkeeping, GST, TDS and statutory work.

Ensure accounting information is entered accurately and promptly.

Maintain strict confidentiality around company and client financial information.

No accounting qualification is required. Familiarity with Zoho Books, Tally or similar accounting software would be an advantage. Training can be provided where necessary.

Business Administration & Systems

Maintain company records, contracts, templates and operating documents.

Help establish and maintain the company's CRM.

Track enquiries, proposals, client follow-ups and sales activity.

Maintain weekly management action lists and basic dashboards.

Help coordinate with accountants, lawyers and other professional advisers.

Maintain structured digital filing systems.

Help document processes and create checklists as the company develops.

Identify administrative tasks that can be simplified or automated.

Help build the operating discipline required for Vishesham to scale without losing attention to detail.

On-Ground & Event Support

Events don't always happen during normal office hours, and this role will occasionally require flexibility.

You may be required to

Travel to Chettinad and other event destinations.

Attend important site visits.

Assist with event preparation and coordination.

Support the operating team during live events.

Help resolve last-minute administrative and logistical issues.

Coordinate information between the team, vendors and other stakeholders.

Who We're Looking For

This role would suit someone in the early stages of their career who is exceptionally organised, ambitious and eager to take on responsibility.

You may have 1–3 years of experience in executive assistance, administration, operations, events, hospitality, travel, luxury services, customer service or a founder's office.

We are also open to an outstanding candidate from another b