Executive Assistant to Managing Director – Operations & Project CoordinationLocation: Remote — India
Type: Full-time
Salary: 50000 to 65000 per month ( for outstanding candidates can be higher than this )
Progression: Significant opportunity to develop into broader operational responsibilities as the group continues to grow

About the Company : We are a UK-based group of companies operating across:

- Residential architecture
- Structural engineering
- Residential property management

Over the last few years, the group has grown to a team of more than 25 people, with most of our operational team working remotely from India.We place a strong emphasis on:

- Explicit systems and processes
- Accountability
- Operational efficiency
- Automation
- AI
- Modern technology
- Taking responsibility for outcomes rather than simply completing individual actions
- Our team uses platforms including ChatGPT, Claude, Trello, TeamGantt, Fireflies, Microsoft 365 and other integrated business systems.

As the group continues to grow, we are looking for an exceptionally capable Executive Assistant to work directly with the Managing Director and take responsibility for a wide range of administrative, operational and coordination tasks.

The Role

This is not simply a diary-management Executive Assistant position.We are looking for someone who can become the Managing Director's highly capable right hand.The role combines:

- Executive assistance
- Business administration
- Task ownership
- Basic project coordination
- Follow-up and accountability
- AI-assisted work
- Basic property portfolio management
- General operational support

A major part of your job will be taking tasks away from the Managing Director and making sure they actually get completed.

You may need to coordinate several other employees in order to achieve this.For example, you may be given an objective that requires input from accounts, IT and another department.

Your responsibility is not simply to send everyone an email.Your responsibility is to coordinate the actions, follow up where necessary, identify problems and ensure the required outcome is achieved.

We are looking for someone who understands the difference between:“I sent the reminder.”and:“The task was completed.”That distinction is extremely important to us.

1. Executive Support : You will help manage the Managing Director's day-to-day business workload.This may include:

- Managing and organising the calendar
- Arranging meetings
- Preparing information before meetings
- Following up actions after meetings
- Drafting emails and correspondence
- Organising documents and information
- Researching issues
- Keeping track of commitments
- Managing reminders and deadlines
- Making appointments
- Obtaining information from other employees
- Dealing with routine matters without unnecessary escalation
- Filtering administrative issues before they reach the Managing Director

The objective is to reduce the number of routine matters requiring Managing Director involvement.Where something can reasonably be handled by you, we expect you to take ownership of it.

2. Task Ownership and Follow-ThroughThis is one of the most important parts of the position.The Managing Director will regularly give you tasks or outcomes to achieve.Sometimes these will have clearly defined steps.Other times you may simply be told:“Can you sort this out?”You should be capable of:

- Understanding what the required outcome is
- Working out what needs to happen
- Identifying who needs to be involved
- Allocating or requesting actions from colleagues
- Setting or confirming deadlines
- Following up outstanding work
- Checking that information has been received
- Resolving straightforward problems
- Identifying when something is going off track
- Escalating genuinely important issues
- Confirming that the final outcome has actually been achieved

We do not want someone who considers their responsibility complete simply because they have sent an email or reminder.We want someone who takes responsibility for getting the task over the finish line.

3. Project and Team CoordinationThe role includes basic project coordination.You do not need to be a professionally trained Project Manager and we are not looking for someone focused on complex project-management methodology.However, you should be comfortable coordinating tasks between several people.For example, the Managing Director may decide that the company needs to introduce a new process.You may then need to:

- Identify the actions required
- Work out which employees need to be involved
- Create a simple action plan
- Coordinate different team members
- Keep track of deadlines
- Follow up outstanding tasks
- Identify delays
- Make sure dependencies are dealt with
- Keep the Managing Director informed where necessary
- Confirm that the new process has actually been implemented

You should be capable of taking something from:Objective → Actions → Owners → Follow-Up → CompletionPrevious experience with project coordination would therefore be useful.

4. AI and TechnologyStrong practical AI skills are a core requirement for this role.We believe that a modern Executive Assistant should be capable of using AI to dramatically improve their productivity.You should already use, or be highly comfortable using, tools such as ChatGPT and Claude in your normal working life.You may use AI to help with:

- Research
- Drafting emails
- Summarising meetings
- Analysing transcripts
- Organising information
- Comparing documents
- Preparing reports
- Creating checklists
- Drafting procedures
- Structuring unclear information
- Researching unfamiliar subjects




- Preparing meeting notes
- Solving administrative problems
- Improving existing processes

You do not need to be a programmer or AI engineer.However, candidates who have little practical experience with AI and little interest in becoming highly proficient with it are unlikely to be suitable.Equally, we do not want someone who blindly copies and pastes AI-generated answers.You must be capable of:

- Giving AI explicit instructions
- Providing appropriate context
- Reviewing outputs critically
- Spotting mistakes
- Improving the result
- Using your own judgement

AI should make you more capable — it should not replace your judgement.

5. Basic Property Portfolio Management: One of the companies within the group, CEB Properties, operates a very small UK residential property portfolio of approximately six properties.Part of your role will involve handling its routine day-to-day administration.

This is not a specialist property-management position and the portfolio is deliberately small.

The company is building clear operating systems, workflows, checklists and procedures to make these tasks straightforward to manage.

Typical responsibilities may include:

- Responding to routine tenant communication
- Coordinating property viewings
- Arranging maintenance
- Contacting contractors
- Following up repairs
- Coordinating check-ins and check-outs
- Organising referencing
- Managing routine tenancy administration
- Keeping property records organised
- Monitoring safety and compliance deadlines
- Arranging periodic inspections
- Making sure routine property tasks are completed

Previous property-management or real-estate experience would be an advantage because you will already understand some of these processes. However, it is not essential

A capable and organised person should be able to learn this part of the role quickly using the systems provided.

6. Business Administration : You will take responsibility for a variety of routine business-administration tasks across the group.This may include:

- Insurance renewals
- Insurance claims administration
- Obtaining quotations
- Managing subscriptions
- Supplier accounts
- Routine business registrations
- Organising company records
- Renewing services
- Basic purchasing
- Booking appointments
- Researching suppliers or services
- Filling in forms
- Following up third parties
- Organising documents
- Maintaining records
- Updating trackers
- Managing routine correspondence
- Checking that recurring administrative tasks have been completed

We need someone who does not consider ordinary administrative work beneath them. At the same time, we want you to continually look for ways to make repetitive work easier.

You should naturally ask:

Can this be simplified?

Can AI help with this?

Can this be automated?

Can we create a template?

Can we create a checklist so we don't have to rethink this next time?

7. Follow-Up and Accountability Across the Team: Because we have a team of more than 20 people, the Managing Director cannot personally follow up every outstanding action. You will help create accountability. his may involve:

- Following up department heads
- Following up individual team members
- Requesting updates
- Checking deadlines
- Identifying overdue actions
- Confirming whether tasks have actually been completed
- Organising information from several people
- Highlighting problems
- Escalating matters when genuinely necessary

You must therefore be comfortable politely but persistently following up colleagues, including people who may be more senior than you within their own department.

We are looking for somebody who is pleasant and professional but persistent.

8. Process Improvement: You do not need to be an Operations Manager. However, we want someone who naturally likes organised ways of working. As you become familiar with the business, you may help:

- Improve checklists
- Create templates
- Document recurring tasks
- Improve simple procedures
- Organise filing systems
- Identify unnecessary administration
- Improve trackers
- Identify repetitive work that could be automated
- Use AI to improve routine processes

The Managing Director and Operations team will develop many of the larger operating systems.Your job will often be to work effectively within those systems and help improve them through practical experience.

The Person We Are Looking For

We are looking for someone who is:

- Extremely organised
- Highly proactive
- Intelligent and quick to learn
- Dependable
- Persistent
- Detail-oriented
- Comfortable working independently
- Comfortable coordinating other employees
- Capable of managing several tasks simultaneously
- Strong at following work through to completion
- Confident communicating with department heads
- Excellent in written and spoken English
- Technically confident
- Comfortable learning new software
- Already comfortable using AI tools such as ChatGPT or Claude
- Capable of researching unfamiliar subjects
- Able to use common sense and judgement
- Solutions-focused
- Discreet and trustworthy
- Comfortable carrying out basic administrative work

Most importantly, you should have a strong sense of ownership.

If you are given responsibility for something,



we want you to think:“I am responsible for making sure this gets done.”Particularly

Relevant Experience

We would be particularly interested in candidates who have previously worked as:

- Executive Assistant
- Executive Assistant to Founder / CEO / Managing Director
- Senior Executive Assistant
- Founder’s Office Associate
- Business Operations Associate
- Operations Executive
- Business Support Executive
- Executive Operations Associate
- Administrative Manager

Experience involving any of the following would also be particularly valuable:

- Project coordination
- Property management
- Real estate
- Business operations
- Working with multiple departments
- Process improvement
- Startup or SME environments
- Working directly with a founder or Managing Director
- AI and automation

You do not need experience in every area.We are more interested in intelligence, ownership, organisation, judgement and ability to learn quickly than in finding somebody whose previous job description exactly matches ours.

This Role Is Probably Not Right for You If

This position is unlikely to suit you if:

- You require detailed instructions for every task
- You are uncomfortable making straightforward decisions
- You dislike chasing people for outstanding actions
- You consider a task complete simply because you sent a reminder
- You dislike basic administrative work
- You prefer very narrowly defined responsibilities
- You struggle to manage several different types of work
- You are uncomfortable learning new technology
- You rarely use AI and have little interest in becoming proficient with it
- You regularly escalate straightforward problems rather than trying to solve them

What Success Looks Like

Within your first six months, we would expect you to have:

- Taken control of a substantial amount of the Managing Director's routine administration
- Reduced unnecessary interruptions to the Managing Director
- Created a reliable system for managing follow-ups and outstanding actions
- Successfully coordinated multiple tasks involving different employees
- Taken responsibility for routine administration within the small property portfolio
- Become confident managing its approximately six properties
- Taken responsibility for routine business administration such as insurance, suppliers and renewals
- Become highly proficient with the company's AI tools
- Improved the organisation of important information and records
- Assisted with several internal projects
- Improved or documented recurring administrative processes
- Demonstrated that when you are given an outcome to achieve, you can take responsibility for getting it completed

Development and Progression: This role has significant scope to develop.

As you become more capable and understand the business, you may progressively take responsibility for:

- More complex internal projects
- Wider operational coordination
- Property operations
- Business processes
- Automation initiatives
- Junior administrative support
- Cross-departmental initiatives

We are a growing business and are looking for someone who wants to become a highly trusted and capable member of the management support team.

Application

Shortlisted candidates will be assessed primarily on practical capability rather than CV length or impressive job titles.

We are particularly interested in evidence of:

- Strong practical AI use
- Exceptional organisation
- Task ownership
- Follow-through
- Problem solving
- Basic project coordination
- Clear written communication
- Good business judgement
- The ability to take an objective and get it completed

Job Types: Full-time, Permanent

Pay: ₹500,000.00 - ₹800,000.00 per year

Advantages:

- Paid sick time
- Paid time off
- Work from home

Application Question(s):

- Candidates will need to be hyper-organised. Please list the software tools you have practically used under each category:

Microsoft Office: Outlook, Teams, Excel, Word, PowerPoint, OneDrive, SharePoint, others
Task/Project Management: Trello, Asana, Monday.com, ClickUp, Notion, others
Scheduling/Communication: Calendly, Zoom, Slack, Google Calendar, others
AI Tools: ChatGPT, Microsoft Copilot, Gemini, Claude, others

Example: Outlook – advanced; Trello – intermediate; ChatGPT – advanced.

- Mention your current location ?
- What is your current salary per month in INR ?
- What is your expected Salary per month in INR?
- This will be a remote role, working in the UK Hours (11.30 am to 8.30 pm ) are you comfortable?
- This is a five-day working position aligned with UK business hours. Occasionally, the CEO may require support outside regular hours for urgent matters, travel or schedule changes, client coordination. Would you be reasonably available when required, with advance notice wherever possible? Please mention any fixed availability restrictions.
- What is notice period? How soon can you join?
- Do you have experience in property management or a related industry?
- WFH Infra Readiness: while the company will provide the computer Please confirm if you are Remote Infrastructure will support you to work from home

Reliable high-speed broadband/Wi-Fi
Quiet and professional workspace
A laptop/computer in working condition
Power backup/Inverter for outages
Smartphone with reliable connectivity

- Based on your natural ability to understand and communicate confidently across different English accents, which region’s CXO would you feel most comfortable supporting as an Executive Assistant or Chief of Staff? Please mention the region, CXO position, business sector and years of experience.

Experience:

- EA/Chief of Staff/Founder's Office (International CxO's) : 3 years (Required)

Work Location: Remote

📌 Executive Assistant to CEO (India)
🏢 The BAYA Group
📍 India