About Grainville India
Grainville India Private Limited is a rapidly growing rice-processing and international export company supplying premium Indian rice to customers across the USA, Middle East, Africa, Europe and other global markets.
As Grainville enters its next phase of growth, we are building a professionally managed and technology-driven organisation supported by integrated systems, structured processes and strong management controls.
We are looking for a highly organised, technology-oriented and dependable Executive Assistant to work directly with the Founder & Managing Director from our corporate office in Sector 65, Gurugram.
About the role
This is a high-trust position requiring exceptional organisation, communication, discretion and follow-through.
The selected candidate will help the Founder manage priorities, meetings, communications, documents and pending matters across a fast-moving international business.
This is not merely a calendar-management or routine secretarial role. The Executive Assistant must understand the context of matters, organise information intelligently, anticipate requirements and ensure that decisions and follow-ups are not missed.
The role does not replace the Founder's Office Manager or functional department heads. Its primary purpose is to improve the Founder's personal effectiveness and protect management time.
Key responsibilities
Calendar and priority management
- Manage the Founder's calendar, meetings, appointments, calls and travel schedule.
- Prioritise meeting requests based on urgency and business importance.
- Prevent scheduling conflicts and ensure adequate preparation time.
- Maintain a structured daily and weekly priority list.
- Coordinate with employees, customers, banks, consultants, vendors and other external stakeholders.
- Ensure that the Founder is informed in advance about important meetings, deadlines and pending decisions.
Meeting management and follow-through
- Prepare meeting agendas, background notes and supporting documents.
- Attend selected meetings and record clear minutes, decisions, responsibilities and timelines.
- Maintain an action tracker for matters arising from meetings.
- Follow up with responsible employees and external parties until closure.
- Escalate delays and unresolved matters at the appropriate time.
- Organise weekly reviews of important pending actions.
Email and communication management
- Assist in organising and prioritising the Founder's email and correspondence.
- Draft professional emails, letters, follow-ups and internal communications.
- Review communication for accuracy, tone and completeness before it is sent.
- Maintain proper records of important correspondence.
- Coordinate responses without creating unnecessary dependence on the Founder.
- Ensure that confidential and sensitive communications are handled appropriately.
Document and information management
- Organise important company, banking, legal, commercial and management documents.
- Maintain structured digital folders and document registers.
- Ensure that the latest and correct versions of documents are readily available.
- Compile information from different departments for the Founder's review.
- Prepare concise summaries, briefing notes, presentations and decision-support documents.
- Track document expiries, submissions, approvals and important deadlines.
Coordination and administration
- Coordinate with Grainville's corporate office, factory, departments and external stakeholders.
- Arrange travel, accommodation, meetings and business visits where required.
- Support selected personal administrative matters that affect the Founder's schedule.
- Maintain contact lists and records of important business relationships.
- Assist in organising internal events, external meetings and management visits.
- Handle sensitive tasks with complete confidentiality and professional judgment.
AI and technology-enabled working
- Use AI tools responsibly for drafting, summarising, research, meeting preparation and information organisation.
- Use task-management and collaboration tools to maintain priorities and follow-ups.
- Work effectively with Microsoft Office, Google Workspace, spreadsheets, presentations and document-management systems.
- Support the adoption of Grainville's Creatio CRM and enterprise platform for management tracking.
- Identify repetitive administrative work that can be automated.
- Verify AI-generated output carefully before using it.
- Protect confidential company, customer, banking and employee information.
What we are looking for
- 3–7 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator or in a similar role supporting a Founder, Director, CEO or senior executive.
- Excellent written and spoken English.
- Strong calendar, meeting, communication and follow-up management skills.
- Exceptional organisation and attention to detail.
- Ability to understand context rather than simply forward messages.
- Strong drafting, documentation and presentation skills.
- Proficiency in Microsoft Office, Google Workspace and modern productivity tools.
- Practical use of AI tools for business productivity.
- Ability to manage multiple priorities without losing accuracy.
- High level of discretion, maturity and confidentiality.
- Confidence in coordinating with senior employees and external stakeholders.
- Willingness to work full-time and on-site from Sector 65, Gurugram.
Preferred background
Preference will be given to candidates with experience in:
- Supporting a Founder, Managing Director, CEO or business owner.
- Founder-led, export, manufacturing or rapidly growing organisations.
- International business communication.
- Working with banks, consultants, customers and senior external stakeholders.
- Creating management reports, presentations and meeting documentation.
- Using CRM, ERP, project-management or task-tracking systems.
- Introducing AI or automation into administrative work.
A particular educational degree is not mandatory. Communication, judgment, organisation, confidentiality and demonstrated execution ability will be given greater importance.
What success will look like
Within the first few months, the selected candidate should be able to:
- Establish a reliable system for the Founder's calendar, priorities and pending matters.
- Ensure that meetings are properly prepared, documented and followed through.
- Reduce the Founder's involvement in routine coordination and reminders.
- Improve the organisation and availability of important information and documents.
- Draft accurate and professional communications with minimal correction.
- Ensure that important deadlines and commitments are not missed.
- Use AI and technology to improve administrative efficiency without compromising confidentiality.
- Become a dependable and trusted point of coordination for the Founder.
Application requirement
Along with your CV, please submit a brief response covering:
- The senior-most person you have directly supported and the nature of your responsibilities.
- An example of how you managed multiple urgent priorities simultaneously.
- One system you used to track meetings, commitments and follow-ups.
- An example of a sensitive or confidential matter you handled professionally.
- How you currently use AI or technology to improve your work.
- What you believe distinguishes an excellent Executive Assistant from a routine Personal Assistant.
Generic applications without specific examples may not be considered.
How to apply
Please email your updated CV and response to the application requirement to:
Ishita Verma
Email: [Confidential Information]
Mobile/WhatsApp: +91 95604 44138
CC: [HIDDEN TEXT]
Email subject:
Application – Executive Assistant to Founder & Managing Director
Applications will be reviewed on a rolling basis, and suitable candidates may be interviewed immediately.
Office location
Grainville India Private Limited
Unit 519, Suncity Success Tower
Golf Course Extension Road, Sector 65
- Gurugram, Haryana – 122101
