Executive Assistant to the CEO

Location: Gurgaon (On-site)

Reporting To: CEO

About Defmate

Defmate is building India’s sovereign AI platform for defence. We develop mission-critical AI powered by our proprietary Nirnay Decision Engine and Defence Language Models to enable faster, explainable, and trusted decision-making across defence operations. Built on Indian IP and infrastructure, our mission is to strengthen the technological capabilities of the Armed Forces.

About the Role

This is a high-impact opportunity to work directly with the CEO across AI, defence, government engagement, fundraising, customer relationships, and global partnerships. You will be the execution backbone of the CEO’s office, ensuring priorities move seamlessly from planning to execution while representing the office with professionalism and discretion.

Key Responsibilities

Executive Office & CEO Support

Manage the CEO’s calendar, meetings, and priorities.

Coordinate meetings with customers, senior government officials, defence organisations, investors, enterprise clients, and Board members.

Attend customer and stakeholder meetings with the CEO, prepare briefing notes, capture discussions, and drive follow-ups to closure.

Prepare presentations, reports, proposals, and executive communication.

Track action items and ensure timely execution.

Communication & Stakeholder Management

Draft professional emails, letters, presentations, and reports.

Coordinate with internal teams, consultants, agencies, and external stakeholders.

Maintain CRM, relationship trackers, and follow-up systems.

Handle confidential communication with complete discretion.

AI Productivity & Digital Operations

Use ChatGPT, Claude, Gemini, Microsoft Copilot, Notion AI, Perplexity, and other AI tools to improve productivity.

Prepare research summaries, meeting notes, proposals, and executive documents.





Identify opportunities to automate repetitive workflows.

Travel & Business Operations

Travel with the CEO across India and internationally whenever required.

Plan domestic and international travel, visas, itineraries, and logistics.

Coordinate conferences, exhibitions, board meetings, customer visits, and government engagements.

Build dashboards, trackers, and executive reports.

Support strategic initiatives across multiple businesses.

Executive Branding

Coordinate LinkedIn and executive branding initiatives.

Support presentations, thought leadership, and content planning.

Who Should Apply?

We welcome candidates with 3–6 years of experience as an Executive Assistant, Personal Secretary, Executive Coordinator, or in Founder’s/CXO Office roles. Candidates from premium airline cabin crew, luxury hospitality, corporate guest relations, and executive office management are strongly encouraged to apply.

Skills Required

Outstanding written and verbal communication

Excellent organisational and multitasking skills

Executive presence and business etiquette

High emotional intelligence and confidentiality

Advanced Microsoft Office & Google Workspace skills

Strong PowerPoint and Excel proficiency

Comfortable using AI tools in day-to-day work

What We’re Looking For

High ownership mindset

Calm under pressure

Solid attention to detail

Excellent relationship management

Comfortable interacting with customers, senior government officials, defence organisations, CXOs, investors, and enterprise clients

Willingness to travel extensively within India and internationally

Why Join Defmate?

Work directly with the CEO in a high-visibility role.

Gain exposure to AI, defence, enterprise technology, fundraising, customer engagement, and global partnerships.

Be part of one of India’s emerging sovereign AI companies.

Accelerate your career through unmatched ownership, learning, and executive exposure.

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