We are looking for a highly organised, technology-oriented Executive Assistant to the CEO to manage calendar, meetings, communication, strategic initiatives and stakeholder coordination. This role requires strong ownership of schedules, meetings, Minutes of Meetings, action trackers, follow-ups, events and confidential communication.

About the Company

Flipspaces is a design-tech powerhouse reshaping the future of commercial interiors. Their AI-powered platform lets clients visualize and co-create spaces in real time. Backed by in-house manufacturing and end-to-end execution capabilities, they have built over 10 million sq. ft. for top startups, enterprises, co-working brands, and global giants. Founded at the intersection of design, technology, and manufacturing, the company is led by IIT alumni and operates across India, the US, Singapore, and the Middle East with 7 offices and a 500-strong team. Fresh off a $50M Series C raise with investors like Iron Pillar, SMBC Asia Rising Fund, Panthera Growth Partners, and CE-Invests, Flipspaces is scaling rapidly and doubling down on AI-powered innovation.

Role Overview

We are looking for a highly organised, technology-oriented and proactive Executive Assistant to the CEO to manage calendar, meetings, communication, strategic initiatives and stakeholder coordination. The ideal candidate should be comfortable using AI tools, task-management platforms and automation solutions to improve productivity. This role requires strong ownership of schedules, meetings, Minutes of Meetings, action trackers, follow-ups, events and confidential communication. The individual must be able to convert discussions into structured actions, ensure timely closure and help the Founder remain focused on high-impact priorities.

Key Responsibilities

• Calendar and Priority Management: Manage the Founder’s calendar, prioritise meetings based on urgency and business impact, identify scheduling conflicts, ensure meeting preparedness, and coordinate travel and logistics.
• Task Management and Follow-ups: Maintain a centralised tracker for commitments, assign owners and timelines, follow up with stakeholders, highlight risks, provide daily/weekly updates, and use task-management tools.
• Meeting Management and Minutes of Meetings: Coordinate leadership, investor, and external meetings; prepare agendas and pre-reads; attend key meetings and document accurate MOMs; circulate promptly and track actions.
• AI Tools and Productivity Automation: Use AI tools (ChatGPT, Copilot, Gemini) for meeting summaries, drafting, research, and data organisation; identify automation opportunities; stay updated on AI trends.
• Communication and Stakeholder Coordination: Act as liaison between Founder and stakeholders; draft emails, presentations; coordinate with leadership, investors, clients; handle sensitive communication with discretion.
• Events and Engagements: Plan leadership events, conferences, networking engagements; manage logistics, budgets, vendors, and post-event summaries.
• Strategic and Business Support: Support strategic initiatives, conduct research, prepare briefs, coordinate cross-functional teams, assist in presentations, monitor high-priority projects.
• Document and Information Management: Maintain organised confidential records, versions, and repositories; ensure access control.

Tech Stack

• AI Tools: ChatGPT, Microsoft Copilot, Gemini or similar
• Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Google Workspace (Gmail, Calendar, Docs, Sheets, Slides)
• Task-management platforms (e.g., Asana, Trello, Monday.com implied)
• Communication tools: Email, LinkedIn (for professional outreach)
• Calendar and scheduling tools (Google Calendar, Microsoft Outlook)

• Strong working knowledge of AI tools such as ChatGPT, Microsoft Copilot, Gemini or similar platforms.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office and Google Workspace.
• Excellent calendar, meeting and travel-management capabilities.
• Strong experience in preparing MOMs and tracking actions through closure.
• Strong planning, prioritisation and multitasking abilities.
• High attention to detail with the ability to manage multiple stakeholders and deadlines.
• Ability to interpret discussions and convert them into clear tasks and deliverables.
• High level of discretion, confidentiality and professional maturity.
• Ability to work independently in a fast-paced and founder-led environment.
• Solution-oriented mindset with a strong sense of ownership and urgency.
• Bachelor’s degree in Business Administration, Management, Commerce, Communications or a related discipline.
• Minimum 4 years of relevant experience as an Executive Assistant, Founder’s Office professional, Chief of Staff associate, Project Coordinator or similar role.
• Previous experience supporting a Founder, CEO, CXO or senior business leader is strongly preferred.
• Experience in a startup, high-growth or technology-led organisation would be advantageous.
• Experience coordinating leadership events and cross-functional projects is preferred.

• A rare blend of tech × design × manufacturing.
• Leadership team with strong IIT/startup DNA.
• High ownership, customer-first culture.
• Rapid global expansion — be part of the journey.