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 conflictsTravel Coordination - Arrange detailed travel itineraries, accommodations, and logistics (luxury travel experience is a plus)Expense & Administrative Support - Handle expense tracking, reimbursements, and vendor coordination efficientlyCross-Organizational Communication - Serve as a trusted liaison across teams and external partners, maintaining professionalism and discretionRight 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 smoothlyLite Project Management - Support and track small-scale or cross-functional initiatives across the CEO's office and other departments as directedConfidentiality & Flexibility - Manage highly sensitive information and provide on-call coverage as needed across overlapping time zonesRequirementsA master organizer - Everything in your world has a system, and nothing slips through the cracksClear communicator - You articulate messages with clarity and confidence, whether in meetings or over emailDetail-obsessed - Typos, errors, and inconsistencies don't stand a chance under your watchFast and flawless - You move quickly while maintaining accuracy and precisionTech-comfortable - You embrace tools, automation, and efficiency-driven solutionsCalm under pressure - You thrive in high-stakes, fast-changing environmentsMultitasker with follow-through - You juggle competing priorities seamlessly, staying ahead of deadlines and deliverablesAlways on - You bring a "whatever it takes" mindset and stay responsive across time zones when leadership needs supportHigh discretion - You handle sensitive information with professionalism and judgmentWhat we're looking for:Strong administrative foundation with proven experience supporting senior leadershipProactive problem-solving approach and ability to operate independentlyIntermediate technical terminology understanding and comfort with modern tools, especially AIFlexibility across IST and PST hours (24/7 mindset)Based in Mumbai, India, with 3 days per week onsiteProcess:Assessment: TestGorilla evaluation focused on administrative and coordination skillsTrial Period: 2-4 week temp-to-perm trial with potential for rapid conversionBenefitsThis 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 opportunityIf 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