Finsmart Accounting is a global accounting and finance outsourcing partner serving CPA firms, multinational corporations, and growing businesses. Since 2007, we have helped 300+ clients across multiple countries scale their finance operations through skilled accounting professionals and technology-enabled solutions. Our services include bookkeeping, accounting, tax, payroll, compliance, financial reporting, and virtual finance support. At Finsmart, we are driven by our core values of Partnership, Authenticity, Agility, Trust, and Joy, fostering a high-performance culture where professionals can build meaningful careers while helping clients accelerate growth.
About the Role
Finsmart Accounting is looking for a smart, organized, reliable, and communication-driven Executive Assistant to support the Co-founder’s office. This role combines calendar management, meeting coordination, external communication follow-ups, podcast/webinar coordination, travel and event support, documentation, and action tracking. The ideal candidate should be excellent at scheduling, follow-ups, coordination, written communication, and handling multiple moving parts with maturity and ownership.
Key Responsibilities
1. Calendar & Daily Schedule Management
- Manage the Co-founder’s daily, weekly, and monthly calendar.
- Schedule internal and external meetings across India and US time zones.
- Manage meeting invites, calendar links, reminders, rescheduling, and follow-ups.
- Ensure meeting links, agendas, documents, and basic context are ready before calls.
- Protect focus time, flag calendar conflicts, and help maintain a smooth daily rhythm.
2. Meeting Preparation, Follow-ups & Action Tracking
- Prepare basic meeting briefs with purpose, past context, required documents, and expected next steps.
- Coordinate with internal teams to collect relevant inputs before key meetings.
- Track action items from meetings and discussions.
- Maintain daily and weekly follow-up trackers.
- Follow up with internal teams and external stakeholders to ensure timely closure.
- Ensure important tasks, commitments, and conversations do not fall through the cracks.
3. Email, Message & Communication Support
- Draft basic emails, reminders, confirmations, thank-you notes, and follow-up messages.
- Support communication with clients, partners, podcast guests, webinar speakers, vendors, and internal stakeholders.
- Track important emails/messages that need response or action.
- Maintain a warm, professional, and clear communication style.
- Escalate important matters to the Co-founder in a timely manner.
4. Podcast, Webinar & External Coordination
- Coordinate with podcast guests and webinar speakers for scheduling and confirmations.
- Share calendar invites, meeting links, bios, headshots, topics, and preparation notes.
- Coordinate with the content and marketing team for promotional requirements.
- Maintain trackers for podcast guests, webinar speakers, partner conversations, and event follow-ups.
- Ensure all external guests have a smooth and professional experience with Finsmart.
5. Travel & Conference Support
- Coordinate domestic and international travel plans.
- Manage flights, hotels, transport, visa documents, insurance, conference registrations, and itinerary details.
- Prepare travel folders with tickets, hotel confirmations, event schedules, meeting lists, and important contacts.
- Coordinate client meetings, networking meetings, dinners, socials, and conference-related follow-ups.
- Support post-event follow-up tracking with clients, prospects, partners, and industry contacts.
6. Documentation, Organization & Founder Productivity
- Maintain organized folders, trackers, contact lists, meeting notes, and important documents.
- Keep updated lists for clients, partners, event contacts, podcast guests, webinar speakers, and internal action items.
- Manage reminders, appointments, subscriptions, renewals, and basic administrative tasks where required.
- Coordinate with internal admin, finance, HR, marketing, and sales teams for operational matters.
- Help reduce scheduling gaps, missed follow-ups, and coordination delays.
Ideal Candidate Profile We are looking for someone with:
- 3–6 years of experience as an Executive Assistant, Founder’s Office Coordinator, Executive Coordinator, Admin Executive, Communication Coordinator, or similar role. Dealing with US clients, community is an added advantage.
- Strong calendar and meeting management skills.
- Excellent written and spoken English.
- Ability to communicate professionally with senior external stakeholders.
- Strong follow-up discipline
and attention to detail.
- Comfort working across India and US time zones.
- Good working knowledge of Google Calendar, Gmail, Google Sheets, Google Docs, Excel, and basic project trackers.
- Prior experience supporting founders, CXOs, US-facing teams, events will be preferred
Skills Required:
- Calendar management
- Meeting coordination
- Email drafting
- Follow-up tracking
- Travel planning
- Event coordination
- Podcast/webinar coordination
- Documentation
- Stakeholder coordination
- Google Workspace / MS Office
- Ownership and reliability
- Confidentiality and discretion
Success Metrics :
The person will be measured on:
- Calendar discipline and meeting preparedness.
- Timely scheduling and rescheduling of meetings.
- Timely follow-ups and closure of action items.
- Accuracy of trackers, notes, documents, and travel plans.
- Smooth coordination of podcasts, webinars, events, and external meetings.
- Reduction in missed follow-ups or scheduling gaps.
- Quality and professionalism of communication.
- Ability to handle confidential information responsibly.
- Overall improvement in the Co-founder’s productivity and daily rhythm
Timings: 12 PM to 9 PM (Flexible to US time zone when co-founder is travelling)
