At Pivotrics Technologies, we specialise in high-performance software product engineering, building world-class insourcing teams for global product leaders. We operate in a fast-paced environment where exceptional technology, sharp execution, and strategic thinking intersect. This is not a traditional, passive administrative role focused only on calendar management. We are seeking a highly organised, proactive, and execution-focused Executive Assistant to function as a direct extension of the Founder's Office. You will bring structure, speed, and accountability to business operations, cross-team coordination, talent acquisition, and data/financial tracking.
The Core Responsibilities For The Job Include The Following
HR and Interview Coordination:
- End-to-End Scheduling: Own the interview logistics for leadership-driven hiring. Coordinate calendars between senior technical interviewers and high-profile candidates.
- Recruitment Pipeline: Maintain real-time hiring trackers, communicate updates to candidates, and partner with HR to streamline onboarding, offers, and documentation.
Founder's Office And Strategic Coordination
- Cross-Functional Alignment: Act as the central node between the founder and key departments (HR, finance, tech, and operations) to track strategic priorities.
- Execution Tracking: Maintain master dashboards to monitor pending action items, deliverables, and daily/weekly status updates for leadership review.
- MoM and Follow-Ups: Attend critical leadership meetings; document meticulous Minutes of Meetings (MoMs); assign task ownership; ruthlessly follow up; and escalate blockers early.
Data, Finance And Compliance Support
- Excel and Data Management: Leverage Microsoft Excel / Google Sheets to maintain tracking systems, build basic data summaries, and organise operational metrics.
- Financial Gatekeeping: Coordinate with the finance team, external auditors, and vendors to track invoices, approvals, expense reimbursements, and compliance deadlines.
Calendar, Travel And Event Management
- Schedule Optimisation: Proactively manage the Founder's calendar, resolve scheduling conflicts, and gatekeep their time efficiently.
- Logistics and Travel: Manage comprehensive travel bookings, detailed itineraries, and logistics for external corporate events, conferences, or workshops.
Communication And Documentation
- Executive Presence: Draft high-quality professional emails, presentations, notes, and business communications on behalf of the founder.
- Information Architecture: Organise and secure highly confidential documents, building structured digital folder systems for instant retrieval.
Requirements
- Bachelor's degree in business administration, management, commerce, communications, or a related field.
- An MBA/postgraduate degree is a plus, but proven execution capability is valued higher.
- 2-5 years of experience as an Executive Assistant, Founder's Office Executive, Operations Coordinator, or Program Manager.
- Prior experience in high-growth startups, product engineering firms, technology, or IT consulting environments is highly preferred.
Technical And Core Competencies
- Smart Communication: Impeccable written and verbal English. The ability to articulate thoughts clearly and interact confidently with CXOs, candidates, and external partners.
- Software Proficiency: High comfort level with MS Excel / Google Sheets (formulas, data sorting, clean formatting), Google Workspace, Zoom, and project management tools.
- AI-Native Mindset: Comfortable using AI productivity tools for documentation, summarisation, and workflow automation.
- Discretion and Trust: Absolute integrity and emotional intelligence when handling confidential financial, strategic, and HR data.
This job was posted by Pivotrics Technologies from Pivotrics.
