Executive Assistant to the Founder

About Pasban - The Gatekeeper

Pasban operates a collection of boutique and unique hotels, many located in unconventional settings, and plans to expand from nine properties to thirty within the next eighteen months.

Role Overview

The Executive Assistant to the Founder is crucial for managing the Founder's demanding schedule and commitments. This role involves owning tasks such as calendar management, handling correspondence, organizing travel, preparing meetings, maintaining documentation, and ensuring every promised action is completed. The expectation is to proactively anticipate needs rather than react, removing tasks from the Founder’s plate ahead of time.

Given the sensitivity of information encountered—ranging from deal terms and negotiations to personal matters—absolute confidentiality is paramount.

Key Responsibilities

• Manage the Founder's calendar comprehensively, scheduling and sequencing meetings by urgency, protecting time for focused work, quickly adapting to changes, and preventing conflicts or double bookings.
• Oversee the Founder's inbox and calls by prioritizing, screening, drafting responses in the Founder's voice, and producing clear professional communications.
• Plan and coordinate all travel logistics, including contingency arrangements for remote locations, detailed itineraries with timing, contacts, agendas, and document management, and liaising with various teams while reconciling expenses.
• Prepare the Founder thoroughly for significant meetings by assembling agendas, background information, and relevant data; attend meetings as needed; document minutes; and translate discussions into tracked actions with clear ownership and deadlines, ensuring follow-ups to closure.
• Manage all documents related to deals such as proposals, pitch decks, agreements, NDAs, and letters of intent. Maintain version control, track deal statuses, archive signed documents, and monitor expirations and renewals.
• Coordinate information flow by compiling monthly reporting from corporate leaders, maintaining trackers for priorities and approvals, and preparing presentations and briefing notes.
• Handle office administration including hosting visitors, arranging meetings, managing couriers and supplies, coordinating vendors, and welcoming key partners and guests.
• Process expense claims and reimbursements, maintain records of credit card and travel expenditures, monitor subscriptions and memberships, coordinate activities across the Founder’s other ventures, and safeguard confidential information.

Work Rhythm

• Start each day by confirming the calendar, highlighting priorities and conflicts, and preparing briefing materials for meetings.
• Throughout the day, manage the inbox, ensure meetings start and end on time, take detailed notes, and circulate action points promptly.
• Plan the upcoming week with the Founder, review open actions and confirm upcoming travel arrangements.
• On a monthly basis, compile reporting packs, update deal and document trackers, and reconcile expenses.

Candidate Profile

• Possesses 4 to 8 years of experience supporting founders, promoters, or senior executives with independent management of demanding calendars and inboxes.
• Holds a graduate degree in any field; qualifications in hotel management or business are advantageous.
• Experience in hospitality, real estate, professional services, or founder-led organizations is preferred.
• Demonstrates strong anticipation skills, preparing proactively without needing instructions.
• Exhibits excellent written communication with the ability to draft precise and professional emails or letters requiring minimal revision.
• Maintains persistent and polite follow-through to ensure closure on all matters.
• Proficient in calendar and email tools, Excel, presentations, and document formatting.
• Maintains composure and a pleasant demeanor under pressure when workplace dynamics suddenly change.
• Demonstrates unwavering discretion with commercial, financial, and personal confidences.

Success Metrics

• No commitments or actions fall through; all are tracked and closed or visibly flagged if pending.
• The calendar runs smoothly without conflicts, missed meetings, or double-bookings.
• The Founder is fully prepared for every meeting with all necessary documents and context.
• Documentation is always current, properly archived, and renewals are managed proactively.
• Travel is seamless with well-planned itineraries and minimal disruptions requiring the Founder's direct involvement.
• Trust is maintained with complete confidentiality of sensitive information.

Location & Work Conditions

This position is based at Pasban's Corporate Office in New Delhi and supports the Founder’s activities across Pasban and related ventures. Occasional travel may be required to attend meetings or visit properties.

The role is full-time with flexibility and responsiveness needed around travel and deal deadlines. Extended availability during late nights is not expected.

Compensation & Selection

Salary is competitive and aligned with experience. The recruitment process includes a phone screening, in-person interview at the New Delhi office, reference checks, and final offer.

Equal Opportunity

Pasban is an equal opportunity employer, making hiring decisions based on ability, judgment, and character without discrimination.