Executive Assistant to Chief Executive Officer (India)

Join one of the leading AI Tech companies and be at the center of innovation.
Proximity Works helps clients identify impactful AI use cases, build transformative tech stacks, and integrate these seamlessly into their operations. Every day, we solve complex problems, push boundaries, and redefine what’s possible. As we scale new heights, we’re seeking an Executive Assistant (EA) to the CEO and Chief of Staff who thrives in dynamic environments and brings structure, precision, and initiative to every task. You’ll serve as a trusted operational partner - ensuring seamless coordination, communication, and execution across the CEO’s office and broader organization.This role is India-based (Mumbai), hybrid (3 days onsite), and requires flexibility to work overlapping hours across IST and PST (24/7 mindset).

Who you are:
You’re a proactive, detail-oriented professional who takes pride in anticipating needs before they arise. You thrive in fast-paced settings, communicate with polish and confidence, and execute with excellence. You balance precision with adaptability and handle sensitive matters with absolute discretion.You’re not just an assistant - you’re a trusted right hand and problem-solver who keeps operations running smoothly, even under pressure.

What You Will Do:

• 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.

Process:

• Assessment: TestGorilla evaluation focused on administrative and coordination skills.
• Trial Period: 2–4 week temp-to-perm trial with potential for rapid conversion.

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.