Executive Assistant & Bookkeeper

Location: Kochi (Full-time, On-site)

Company: Intelo.ai

About Intelo

Intelo is a transformation partner building AI agents that drive efficiency, accuracy, and growth across businesses. We solve critical retail and supply chain workflows using purpose-built AI technology.

Our platform enables retailers to:

- Forecast demand accurately
- Reduce excess inventory
- Improve sell-through
- Make faster, smarter decisions

We operate at the intersection of AI, data engineering, and product thinking - building systems that translate complex data into real business outcomes.

Role Overview

We are looking for an Executive Assistant & Bookkeeper to run the day-to-day for our two Co-CEOs and keep the company's books clean.

This is a hands-on role close to the founders, not a back-office desk. About 75% of your time goes to executive support and 25% to bookkeeping in QuickBooks. You will own the Co-CEOs' calendars, inboxes, travel, and follow-through, and you will own the accuracy of our books. Our leadership works across US and India time zones, so this role runs on US Eastern hours, until at least 1:00 pm ET, from our Kochi office.

You will work closely with the Co-CEOs, the People Success team, and the wider leadership group, and you will be accountable for outcomes rather than activity.

What We Expect from Every Intelo Team Member

This is part of our operating philosophy.

Here to Make a Difference

- Challenges the status quo
- Experiments boldly
- Adapts when the ground shifts

Open by Default

- Raises concerns early
- Shares knowledge transparently

Owns It

- Takes initiative
- Follows process even when it's hard
- Makes decisions with context - not escalation

Product Over Tickets

- Thinks from the customer backwards
- Fights unnecessary complexity
- Automates repetitive work

Always Learning

- Seeks deep understanding




- Uses AI as leverage to improve thinking and output
- Continuously upgrades judgment

Key Responsibilities

Executive Support

- Own the Co-CEOs' calendars: protect their time, resolve conflicts, and keep meetings moving across time zones
- Triage email and messages every day; draft replies, chase open loops, and make sure nothing sits unanswered
- Prepare leaders for every meeting with an agenda, context, and a clean record of decisions and action items afterwards
- Plan and book travel; plan backwards from the dates that matter and keep itineraries accurate
- Handle expenses, approvals, and routine admin without being asked twice

Bookkeeping
- Keep QuickBooks current: invoices, bills, payments, and expenses recorded correctly and on time
- Reconcile bank and card accounts regularly; treat an unreconciled account as a defect
- Support month-end close with records the accountant can use without chasing you
- Prepare simple reports for the Co-CEOs and know why each figure is what it is

Judgment and Discretion
- Handle contracts, financials, and people matters with complete discretion
- Prioritise when two leaders ask for different things; surface the conflict early, with a recommendation
- Report status honestly. The worst outcome is not a missed task - it is a leader learning about a problem after it has become a crisis

AI as Leverage
- Use AI heavily to draft, summarise, and prepare - speed matters, but verification is the job
- Keep records tidy:



one file, one location, clearly named, and the version that goes out is the version that was checked

Required Qualifications
- 3+ years supporting senior leaders as an executive assistant, chief of staff, or in a similar role
- Strong working knowledge of QuickBooks, including bank reconciliation and month-end support
- Excellent written and verbal communication; can write a clear email for a CEO and explain a number to an accountant
- Comfortable with Google Workspace and Slack
- Able to work from our Kochi office on US Eastern hours, until at least 1:00 pm ET (about 10:30 pm IST, or 11:30 pm IST after US daylight saving ends)
- High energy and a positive attitude; takes initiative without waiting to be asked
- Complete discretion with confidential information

Preferred Experience We would prefer candidates with experience in:
- Supporting founders or executives at a startup or fast-growing technology company
- Working with US-based leadership teams and US business practices
- Bookkeeping for a US company in QuickBooks Online
- Working with an external accountant or CPA

What This Role Owns at Intelo An Executive Assistant & Bookkeeper at Intelo:
- Owns the Co-CEOs' time, preparation, and follow-through
- Owns accurate, up-to-date books
- Anticipates what is needed instead of waiting to be asked
- Says the uncomfortable thing early, with context
- Takes accountability for outcomes, not activity

Why Join Intelo
- Work directly with the Co-CEOs of a quick-growing AI company
- Genuine responsibility and trust from day one
- Small senior team, short path from decision to action
- Shape how the company runs at a stage where it is still being set
- Fast-moving, product-first environment
- Culture that rewards initiative and deep thinking

📌 Executive Assistant (with Quickbooks Bookkeeping) (Kochi)
🏢 Intelo.ai
📍 Kochi