Executive Assistant to the CEO

Location: Gurgaon (On-site)

Reporting To: CEO

About the Role

We are looking for an exceptional Executive Assistant who can become the execution backbone of the CEO’s office.

This is a high-ownership, high-visibility role supporting a founder who works across AI, Defence, Technology and Government. You will operate at the intersection of strategy, execution, communication, and stakeholder management.

This role is ideal for someone who enjoys solving problems, managing complexity, and ensuring nothing falls through the cracks.

Candidates We Prefer

We strongly encourage applications from professionals with experience in:

- Executive Assistant / Personal Secretary to CXO or Founder
- Premium Airline Cabin Crew (Business/First Class)
- Corporate Hospitality
- Luxury Hotels
- Guest Relations
- Executive Office Management

Candidates from aviation backgrounds are encouraged to apply because of their exceptional communication skills, executive presence, professionalism, discretion, and ability to manage high-pressure environments.

Key Responsibilities

Executive Office & Calendar Management

- Manage complex calendars across multiple companies
- Coordinate meetings with senior government officials, defence organisations, investors, enterprise customers, and board members
- Prepare agendas, briefing notes, presentations, and executive documents
- Track action items and ensure timely closure

Communication & Executive Support

- Draft professional emails, letters, presentations, and reports
- Coordinate with internal teams, agencies, consultants, and external stakeholders
- Maintain CRM, relationship trackers, and follow-up systems
- Handle confidential communication with complete discretion

AI Productivity & Digital Operations





- Use AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, Notion AI, Perplexity , and other productivity platforms to improve efficiency
- Draft first versions of presentations, meeting notes, emails, proposals, research summaries, and executive reports using AI
- Build AI-assisted workflows to reduce manual effort
- Continuously identify opportunities to automate repetitive work

Social Media & Content

- Coordinate LinkedIn and executive branding
- Schedule posts and manage engagement
- Support content creation, presentations, and thought leadership initiatives

Travel & Events

- Plan domestic and international travel
- Manage visas, itineraries, accommodation, logistics, and reimbursements
- Coordinate conferences, exhibitions, board meetings, and government engagements
- Travel with the CEO whenever required

Operations & Business Execution

- Build dashboards, trackers, and executive reports
- Coordinate tenders, contracts, documentation, and approvals
- Follow up with stakeholders until execution is complete
- Support strategic business initiatives across multiple ventures

Personal Assistance

- Manage selective personal scheduling and confidential assignments
- Organise executive documents and digital records
- Ensure seamless coordination between professional and personal priorities

Skills Required





- Outstanding written and verbal English communication
- Excellent drafting and email etiquette
- Strong organisational and multitasking abilities
- High emotional intelligence and executive maturity
- Advanced Microsoft Office and Google Workspace skills
- PowerPoint and Excel proficiency
- Solid stakeholder management capabilities
- High confidentiality and professionalism

AI Skills (Mandatory) Candidates should be comfortable using AI tools in day-to-day work.

Examples include

- ChatGPT
- Claude
- Gemini
- Microsoft Copilot
- Notion AI
- Perplexity

The ideal candidate should know how to use AI to improve productivity, create better documents, automate repetitive tasks, conduct research, and prepare executive communication.

Experience

- 3–6 years supporting CXOs, Founders, Board Members, or Senior Leadership
- Candidates from premium airline cabin crew or luxury hospitality with strong executive coordination experience are encouraged to apply

What We’re Looking For

- Extremely organised
- Calm under pressure
- Fast learner
- High ownership mindset
- Strong business etiquette
- Excellent relationship management
- Comfortable interacting with senior government officials, defence organisations, CXOs, investors, and enterprise clients
- Willing to travel extensively within India and internationally

Why Join Us

- You will work directly with the CEO across multiple high-growth ventures in AI, Defence Technology, Enterprise Software, and Manufacturing. This role offers unmatched exposure to strategy, fundraising, government engagement, global partnerships, and business execution, making it an exceptional opportunity for someone aspiring to build a long-term leadership career.

📌 Executive Assistant to Chief Executive Officer (Gurugram)
🏢 DefMate
📍 Gurugram