EXECUTIVE ASSISTANT / PERSONAL SECRETARY TO FOUNDER & CEO

Job Description:

EXECUTIVE ASSISTANT / PERSONAL SECRETARY TO FOUNDER & CEO

Location: Gurgaon, India
Work Mode: On-site
Reports To: Founder & CEO
Role Type: Full-time / Long-term

ABOUT THE ROLE

We are looking for an Executive Assistant / Personal Secretary to work closely with the Founder & CEO in a high-ownership "shadow" role.

This is an opportunity to work directly with the Founder during the early stage of building the company. The role will involve managing the Founder’s schedule, meetings, travel, relationships, communication and follow-ups, while also supporting important business and strategic activities.

The ideal candidate should be highly organised, confident, personable, responsive and comfortable working in a fast-paced environment where priorities can change quickly.

KEY RESPONSIBILITIES

• Manage the Founder’s calendar, meetings, priorities and travel across India and internationally.

• Travel with the Founder whenever required.

• Attend meetings with customers, government and defence officials, investors and board members.

• Take meeting notes and ensure all follow-ups and action items are tracked through completion.

• Manage and maintain relationships on behalf of the Founder and ensure timely communication and follow-ups.

• Act as an extension of the Founder’s office and ensure stakeholders receive a professional and responsive experience.

• Manage the Founder’s public profile, including LinkedIn presence, content and professional communication.

• Support the Founder’s personal branding and professional storytelling.

• Manage the Founder’s podcast activities end-to-end, including guest coordination, scheduling, recordings and coordination with editing and publishing teams.

• Prepare presentations, proposals, briefing notes, reports and other business documents.

• Handle confidential and sensitive information with complete discretion.

• Use everyday AI tools such as ChatGPT, Claude, Gemini and Copilot to improve productivity and efficiency.

• Coordinate with internal teams and external stakeholders on behalf of the Founder.

• Support the Founder in day-to-day strategic, operational and administrative activities.

IDEAL CANDIDATE PROFILE

• Strong communication and interpersonal skills.

• Excellent spoken and written English.

• Highly organised with strong attention to detail.

• Ability to manage multiple priorities simultaneously while remaining calm under pressure.

• Highly responsive and comfortable with frequent communication through WhatsApp, phone and email.

• Confident interacting with senior professionals, government officials, investors, customers and other stakeholders.

• Comfortable travelling frequently and at short notice.

• Strong relationship-building and people skills.

• High level of discretion, confidentiality and professionalism.

• Strong learning ability and willingness to understand new industries, technologies and business concepts.

• Comfortable working in a fast-paced and evolving startup environment.

• Proficiency in PowerPoint, Excel and Google Workspace.

PREFERRED BACKGROUND

Candidates from performance, front-office and customer-facing backgrounds may be considered, including:

• Cabin Crew

• Luxury Hospitality

• Guest Relations

• Executive Assistant / Personal Assistant

• Client Relations

• Modelling

• Acting / Performance

• High-end Customer Service

• Front Office / Relationship Management

Candidates should be confident, well-presented, socially comfortable and capable of reading situations and adapting quickly.

WORKING ENVIRONMENT

• Gurgaon-based, on-site role.

• This is not a fixed 9-to-5 position.

• Working hours may vary depending on the Founder’s schedule and business requirements.

• The role may require travel across India and internationally.

• Candidates should be comfortable with changing priorities and occasional short-notice requirements.

• Looking for someone interested in a long-term career opportunity and willing to grow with the company.

KEY ATTRIBUTES

• Excellent communication

• Strong organisation

• High responsiveness

• Relationship management

• Attention to detail

• Adaptability

• Professionalism

• Confidentiality

• Ownership mindset

• Ability to work under pressure

• Willingness to travel

• Strong learning orientation

• Comfort with technology and AI tools

• SELECTION PROCESS

  The selection process will include multiple in-person interactions with the Founder and team. The objective is to understand the candidate’s communication style, personality, working approach and alignment with the role and company.