Executive Assistant role at IMO Oberflächentechnik providing administrative support and office organization. Coordinating meetings, managing correspondence, and overseeing projects.
About the role
- Executive Assistant supporting the CEO and Chief of Staff in a leading AI Tech company. Responsible for managing schedules, communications, and travel logistics, with a hybrid work schedule in Mumbai.
Responsibilities
- **Calendar Management** – Assist with complex scheduling for both the CEO and Chief of Staff, proactively anticipating needs and conflicts.
- **Travel Coordination** – Arrange detailed travel itineraries, accommodations, and logistics (luxury travel experience is a plus).
- **Expense & Administrative Support** – Handle expense tracking, reimbursements, and vendor coordination efficiently.
- **Cross-Organizational Communication** – Serve as a trusted liaison across teams and external partners, maintaining professionalism and discretion.
- **Right Hand to Leadership** – Act as the CEO’s on-site support during his trips to India and a remote right hand for both executives, ensuring day-to-day operations run smoothly.
- **Lite Project Management** – Support and track small-scale or cross-functional initiatives across the CEO’s office and other departments as directed.
- **Confidentiality & Flexibility** – Manage highly sensitive information and provide on-call coverage as needed across overlapping time zones.
Requirements
- A **master organizer** – Everything in your world has a system, and nothing slips through the cracks.
- **Clear communicator** – You articulate messages with clarity and confidence, whether in meetings or over email.
- **Detail-obsessed** – Typos, errors, and inconsistencies don’t stand a chance under your watch.
- **Fast and flawless** – You move quickly while maintaining accuracy and precision.
- **Tech-comfortable** – You embrace tools, automation, and efficiency-driven solutions.
- **Calm under pressure** – You thrive in high-stakes, fast-changing environments.
- **Multitasker with follow-through** – You juggle competing priorities seamlessly, staying ahead of deadlines and deliverables.
- **Always on** – You bring a “whatever it takes” mindset and stay responsive across time zones when leadership needs support.
- **High discretion** – You handle sensitive information with professionalism and judgment.
- **What we’re looking for:**
- Strong administrative foundation with proven experience supporting senior leadership.
- Proactive problem-solving approach and ability to operate independently.
- Intermediate technical terminology understanding and comfort with modern tools, especially AI.
- Flexibility across IST and PST hours (24/7 mindset).
- Based in **Mumbai, India,** with 3 days per week onsite.
Benefits
- This is a high-impact, high-visibility role supporting leadership at the core of an ambitious AI company.
- You’ll gain firsthand exposure to strategy, operations, and execution while building a career foundation that blends precision, trust, and opportunity.
- If you’re someone who thrives in motion, anticipates needs before they’re spoken, and finds satisfaction in keeping the engine running - we’d love to meet you.
Job title
Job type
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