EA

TINY EPIC SOLUTIONS   PRIVATE LIMITED

Marketing Agency  |   JOB DESCRIPTION   |  Confidential

EXECUTIVE ASSISTANT & AGENCY COORDINATOR

Company: Tiny Epic Solutions Private Limited

Industry: Marketing, Martech & AI Solutions Agency

Role: Executive Assistant & Agency Coordinator

Reporting To: Founder & Director

Experience: 3–5 Years

Employment Type: Full-Time, On-site (Mumbai)

ABOUT TINY EPIC SOLUTIONS

Tiny Epic Solutions is a Mumbai-based full-service brand, martech, and AI solutions agency. We operate across three delivery pods — Brand Perfection, Lead Maximisation, and Product & Labs — serving a leading BFSI group as our anchor client while expanding into fintech, FMCG, and D2C sectors.

We are a team of ~15 people today, led by a Founder-CEO and three pod-level leaders. We are deliberately small, intentionally senior, and building fast. This role sits at the operational centre of the agency — the person who makes sure everything runs, nothing falls through, and the Founder can focus on growth.

ROLE OVERVIEW

This is a dual-function role. Half of your time will be spent as the Founder’s executive assistant — managing calendar, communications, travel, and ensuring the Founder is prepared and unblocked at all times. The other half will be spent as the agency’s operational coordinator — owning the project management system, tracking delivery across all three pods, coordinating client operations, and producing the MIS that gives the Founder real-time visibility into the agency without having to chase anyone.

The ideal candidate is someone who takes ownership before being asked, anticipates problems before they surface, and treats the Founder’s time as the most valuable resource in the company. You will know more about what’s happening in this agency on any given day than anyone else.

KEY RESPONSIBILITIES

1. Executive & Calendar Management

→   Manage and maintain the Founder’s calendar — scheduling meetings, calls, and appointments with precision across multiple stakeholders (pod leads, clients, investors, vendors).

→   Coordinate internal and external meetings: logistics, dial-in links, agendas, pre-reads, and briefing notes.

→   Send timely reminders and ensure the Founder is prepared for every engagement with context, not just a calendar invite.

→   Proactively identify and resolve scheduling conflicts. Guard the Founder’s time ruthlessly — not every meeting needs to happen, and not every meeting needs to be an hour.

2. Email & Communication Management

→   Monitor, triage, and manage the Founder’s inbox with appropriate urgency and professionalism.

→   Draft, proofread, and send correspondence on behalf of the Founder where required.

→   Flag, filter, and prioritise communications — the Founder should see the 10 things that matter, not the 50 things that arrived.

→   Maintain follow-up systems for pending actions. If something was promised in a meeting, track it until it’s delivered.

3. Travel Management

→   Plan and coordinate all travel: flights, hotels, ground transport, visa requirements.

→   Prepare detailed itineraries aligned with the Founder’s preferences. Handle last-minute changes calmly.

→   Maintain travel expense records and coordinate reimbursements with accounts.

4. Agency Operations & Cross-Pod Coordination

→   Own the agency’s operating rhythm. Schedule and facilitate the weekly cross-pod sync between Head of Brand, Head of Growth, and Head of Product & Labs.

→   Capture minutes and action items from all leadership meetings. Track action items to closure — if something was agreed, it gets done or gets escalated.

→   Maintain ClickUp (or equivalent PM tool) as the single source of truth for all active projects. Ensure tasks are updated, deadlines are current, and blockers are flagged before they become crises.

→   Track delivery status across all three pods. You should know at any given moment: what’s on track, what’s slipping, and what needs the Founder’s intervention.

→   Coordinate shared deliverables across pods — when a project needs brand to create, growth to distribute, and product to build the landing page, you make sure all three are aligned on timeline and responsibilities.

→   Manage vendor and freelancer coordination: timelines, deliverables, invoicing, and quality follow-ups.

5. Client Operations

→   Coordinate client meeting schedules across all pods. Ensure the right people are in the right meetings with the right preparation.

→   Ensure meeting agendas are prepared before every client call. Capture meeting notes and action items. Distribute within 2 hours of the meeting ending.

→   Track all client commitments — if something was promised in a client meeting, it goes into the tracker and gets followed up until delivered.

→   Manage the client onboarding process end-to-end: NDA and contract logistics, kick-off meeting coordination, project setup in ClickUp, and team introductions.

→   Act as the first point of contact for client scheduling requests and basic queries. Route everything else to the relevant pod lead.

6. MIS & Reporting to the Founder

→   Prepare a weekly agency status report covering: deliverables shipped, projects at risk, pending client actions, invoicing status, team capacity, and key decisions needed from the Founder.

→   Maintain dashboards and trackers that give the Founder real-time visibility without having to ask. The Founder should never need to say “what’s the status of X?” — it should already be visible.

→   Track key agency metrics: active clients, retainer billings, project pipeline, team utilization, and delivery SLA adherence.

→   Consolidate monthly financial data: invoices sent, payments received, outstanding amounts, vendor costs. Coordinate with accounts for reconciliation.

7. Invoicing & Financial Coordination

→   Prepare and send client invoices in coordination with accounts and the Founder.

→   Track invoice status and follow up on pending payments. Maintain an updated payment tracker.

→   Coordinate purchase orders and vendor invoices. Ensure timely processing.

→   Maintain basic financial records and assist in monthly billing reconciliation.

8. Office Coordination & Miscellaneous

→   Handle ad-hoc tasks and special projects with flexibility and a solutions-first mindset.

→   Manage office supplies, vendor relationships, and day-to-day administrative needs.

→   Coordinate internal events, offsites, team celebrations, and client meetings.

→   Maintain organised filing systems (physical and digital) for contracts, agreements, and important documents.

→   Act as a first point of contact for walk-in visitors and external stakeholders.

QUALIFICATIONS & EXPERIENCE

→   Bachelor’s degree in Business Administration, Mass Communication, Marketing, or a related field.

→   3–5 years of experience in a coordinator, executive assistant, or agency operations role — preferably within an agency, media, or creative environment.

→   Demonstrated experience managing calendars, communications, and operations for senior leadership.

→   Prior exposure to project management tools (ClickUp, Asana, Monday.com, Trello) is strongly preferred.

→   Experience with invoicing, vendor management, and basic financial tracking.

→   Exposure to a multi-team or multi-project environment where coordination across functions was a core part of the role.

SKILLS & COMPETENCIES

Core Competencies ✓  Exceptional organisational & time management skills ✓  Strong written and verbal communication ✓  High degree of discretion and confidentiality ✓  Proactive and self-driven — anticipates needs ✓  Relentless attention to detail and follow-through ✓  Ability to multi-task under pressure without dropping balls ✓  Professional demeanour with clients and stakeholders ✓  Ownership mindset — treats agency problems as personal problems

Tools & Technology ✓  Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) ✓  Microsoft Office Suite (Word, Excel, PowerPoint) ✓  ClickUp or equivalent PM tool (Asana, Monday.com, Trello) ✓  Invoicing / billing software (Zoho, QuickBooks, or similar) ✓  WhatsApp Business & communication platforms ✓  Slack or equivalent team collaboration tools ✓  Basic familiarity with CRM tools (LeadSquared, HubSpot) ✓  Comfortable learning new tools quickly

THE PERSON WE’RE LOOKING FOR

You are the kind of person who reads a meeting invite and immediately thinks: does the agenda exist? Does the Founder have the context? Is the pre-read shared? Is the room booked? You don’t wait to be told — you anticipate and act.

You are the kind of person who, when a deliverable slips by a day, notices it before the pod lead does and sends a gentle nudge before it becomes a crisis.

You are the kind of person who, at the end of each week, can tell the Founder in 5 minutes: here’s what shipped, here’s what’s at risk, here’s what needs your attention, and here’s what I’ve already handled so you don’t have to.

You are not looking for a back-office admin job. You want to be at the centre of a growing agency, understand how every part of it works, and eventually grow into a senior operations or agency management role.

WHAT WE OFFER

→   A front-row seat to the workings of a growing agency, with direct daily access to the Founder.

→   Exposure to every function — brand, performance marketing, product development, client management, finance — because you’ll coordinate across all of them.

→   A fast-paced, no-bureaucracy environment where your contribution is visible immediately.

→   Opportunity to grow into a senior agency operations, chief of staff, or client services leadership role.

→   Competitive compensation commensurate with experience.

HOW TO APPLY

Send your updated résumé along with a brief note (not more than 200 words) on: What is the most complex coordination challenge you’ve handled, and how did you make sure nothing fell through the cracks?

We care more about how you think about organisation and follow-through than what tools you’ve used.

Tiny Epic Solutions Pvt. Ltd.  |  Mumbai  |  Confidential