Executive Assistant to CEO / Founder
Company: The Rescue Federation
Job Type: Full-Time
Experience: 1+ year
Qualification: Graduate in any discipline
Working Hours: 10:00 AM – 6:00 PM
Working Days: Monday to Saturday
Location: Munikra, South Delhi, India
Salary: Rs 15000- 25000 per month
Reports To: CEO / Founder
Job Summary
The Rescue Federation is looking for a proactive, organised and responsible Executive Assistant to the CEO/Founder to provide high-level administrative, communication, coordination and project-management support.
This is a dynamic role suited to someone who can manage multiple priorities, follow up independently, coordinate with clients and vendors, maintain accurate records and ensure that important tasks and deadlines are not missed.
The ideal candidate should be an excellent communicator, highly organised and comfortable working in a fast-paced entrepreneurial environment.
Key ResponsibilitiesCEO & Calendar Management
- Manage the CEO/Founder’s calendar, meetings, appointments and daily schedule.
- Coordinate meetings with clients, doctors, hospitals, vendors, partners and team members.
- Prepare daily task lists and track pending activities.
- Follow up on deadlines, meetings and commitments.
- Maintain confidentiality of business and personal information.
Email & Communication
- Draft and manage professional emails and business correspondence.
- Handle routine communication and follow-ups on behalf of the Founder.
- Prepare quotations, proposals, confirmations and other documents.
- Coordinate communication between the Founder and internal/external stakeholders.
Lead & Client Follow-Up
- Follow up with leads received through WhatsApp, calls, website, social media and other channels.
- Maintain updated lead and client databases.
- Track enquiries, follow-ups, conversions and pending requirements.
- Coordinate with the sales team regarding lead status.
- Communicate professionally with doctors, hospitals, corporates, institutions and customers.
Vendor & Partner Coordination
- Coordinate with vendors for events, printing, logistics, equipment, hotels, branding and other requirements.
- Obtain and compare quotations.
- Follow up on orders, payments, deliveries and pending work.
- Maintain vendor records and contact information.
Project Coordination
Assist the Founder in coordinating multiple ongoing projects, including:
- BLS/CPR training programs and events
- Corporate and institutional training
- Healthcare and ambulance-related projects
- Medical tourism initiatives
- Healthcare partnerships
- Marketing campaigns
- Training courses and educational programs
- Events and workshops
- New business initiatives
Track project tasks, responsible persons, deadlines and follow-ups and provide regular updates to the Founder.
Data & Documentation
- Maintain Excel/Google Sheets databases and trackers.
- Maintain client, lead, vendor and partner records.
- Organise quotations, proposals, invoices and other important documents.
- Maintain digital folders and documentation.
- Ensure information is accurate and regularly updated.
Meeting & Event Coordination
- Coordinate meetings, workshops, training programs and events.
- Communicate with venues, trainers, vendors and participants.
- Maintain event checklists and timelines.
- Assist with registrations, confirmations and participant communication.
- Support event logistics when required.
Required Skills & Qualifications
- Graduate in any discipline.
- Minimum 1 year of experience as an Executive Assistant, Personal Assistant, Management Assistant, Office Coordinator or in a similar role.
- Excellent spoken and written English.
- Strong communication and interpersonal skills.
- Excellent organisational and multitasking abilities.
- Good knowledge of MS Office, Excel, Google Workspace and email communication.
- Comfortable using WhatsApp and other business communication platforms.
- Strong follow-up and coordination skills.
- Ability to prioritise tasks and meet deadlines.
- Strong attention to detail.
- Professional communication and appearance.
- Ability to maintain confidentiality.
- Willingness to learn new tools and processes.
Preferred Backgrounds
Candidates with experience in any of the following areas will be preferred:
- Business Administration
- Management
- Healthcare Administration
- Communications
- Hospitality
- Office Administration
- Executive/Personal Assistance
What We Are Looking For
The ideal candidate should be:
- Proactive and self-driven
- Highly organised and disciplined
- Reliable and punctual
- Fast at learning and executing
- Strong at follow-ups
- Detail-oriented
- Solution-oriented
- Comfortable handling multiple responsibilities
- Professional while dealing with clients and vendors
- Able to take ownership rather than waiting for instructions
Key Expectation
The Executive Assistant will act as a central coordination point between the Founder, team, clients, leads, vendors and project stakeholders.
You should be able to continuously track:
What is pending → Who is responsible → What is the deadline → What follow-up is required → What needs the Founder’s attention.
The role requires strong ownership, attention to detail and the ability to prevent missed follow-ups and deadlines.
Performance Indicators
Performance will be evaluated based on:
- Timely completion of assigned tasks
- Quality and accuracy of communication
- Effective lead and client follow-up
- Proper maintenance of data and documentation
- Efficient calendar and meeting management
- Vendor and client coordination
- Ability to independently manage routine responsibilities
- Ability to ensure deadlines and follow-ups are not missed
Working Conditions
Working Hours: 10:00 AM – 6:00 PM
Working Days: Monday to Saturday
Location: Munikra, South Delhi, India
Occasional extended hours or event-related work may be required depending on business requirements.
Salary will be based on experience, communication skills, organisational ability and overall suitability for the role.
To Apply:
Interested candidates can apply through Indeed with their updated CV.
Pay: ₹15,000.00 - ₹25,000.00 per month
Work Location: In person
