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

Strong 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

Rapid 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