Executive Assistant

We are looking for a sharp, dependable, and highly organized EA to work directly with our directors across our group of companies. This is a high-trust, high-visibility role for someone who can sit in every important conversation, understand what needs to happen next & make it happen without being asked twice.

This is not a scheduling-only role. You will shadow the directors on calls and meetings across the group, translate discussions into clear action, and drive execution across teams and external partners until things are genuinely closed out not just logged.

The ideal candidate is someone who can bring order, follow-through, and sharp judgment to a fast-moving, multi-company environment, and who is comfortable being the trusted right hand to senior, experienced directors.

Key Responsibilities

1. Executive Support & Shadowing

• Be present on all calls and key meetings with the directors, taking notes and capturing action items in real time.
• Shadow the directors across day-to-day operations to build context, understand priorities & decisions across the group.
• Manage calendars, scheduling, and competing priorities across multiple companies & stakeholders.
• Handle confidential and sensitive information with discretion and professionalism at all times.

2. Execution & Task Ownership

• Convert meeting discussions and verbal directives into clear, trackable action items.
• Maintain a live tracker of tasks delegated by the directors across all group companies; follow up independently, without needing reminders.
• Chase deliverables, deadlines, and approvals across internal teams, vendors, and external partners.
• Proactively flag risks, delays, or bottlenecks and suggest solutions rather than just surfacing problems.

3. Cross-Team & Cross-Company Liaison

• Act as the connective tissue between the directors and teams across the group's companies.
• Coordinate with department heads and team members to ensure alignment on priorities and timely completion of tasks.
• Represent the directors' priorities clearly and professionally when following up with internal & external stakeholders.

4. Presentations & Documentation

• Create, edit, and polish presentations (PowerPoint / Google Slides) for internal reviews, client meetings, leadership discussions.
• Prepare briefing notes, meeting agendas, status reports, and structured follow-up documents.
• Maintain organized digital records of key decisions, contracts, and documentation across the group.

5. Technology & AI-Enabled Productivity

• Use Microsoft Office (Excel, PowerPoint, Word, Outlook) at an advanced level to produce polished, error-free work.
• Use AI tools such as ChatGPT and Claude to speed up research, drafting, summarizing, and daily execution & stay willing to learn new AI tools as they emerge.
• Basic technical/IT fluency is a strong plus comfortable troubleshooting tools, setting up systems, & managing software or subscriptions.

6. Government, Compliance & Manufacturing Coordination

• Support coordination with government departments, consultants, or liaison agents for approvals, licenses,regulatory filings relevant to the group's manufacturing operations.
• Track renewal timelines for key licenses, permits, and compliance documents; flag expiries well in advance.
• Liaise with manufacturing and operations teams to understand ground realities and relay accurate, timely updates to the directors.

Who You Are

• Proven ability to execute — you don't just take notes, you make things happen.
• Comfortable being in every important room or call and picking up context quickly across multiple businesses.
• Strong command of MS Office, especially PowerPoint and Excel; can build and polish a deck independently.
• AI-savvy — actively uses tools like ChatGPT or Claude, and is genuinely curious about working smarter with AI.
• Mature, calm, and discreet — comfortable supporting senior, experienced directors and adapting to their working style.
• Experience in a startup environment (fast-paced, ambiguous, comfortable wearing many hats) is valued.
• Experience in manufacturing operations and/or handling government approvals or liaison work is a strong plus.
• Excellent command of English — written and verbal communication must be sharp, clear, and professional.
• Based in Gurgaon, or willing to relocate, and available to work full-time from the office.
• Open to candidates early in their career, provided they demonstrate strong maturity, ownership, and judgment — years of experience matter less than how you think and follow through.

What Success Looks Like

Within a few months, the directors should be able to hand off a task, a call, or a half-finished thought — and trust that it gets done correctly, on time, and across the right people in the group, without needing to follow up themselves.

Role Details -

Location: Gurgaon (on-site, full-time)

Reporting to: Directors of the Group

Scope: Cross-functional support across the group's companies

Compensation: Commensurate with experience — to be discussed during the interview process