Executive Personal Assistant

We're hiring an Executive & Personal Assistant to the Founder's Office at ThePilot.in.

Think of the role as a pilot to the founders aircraft. You run the checklists, watch the instruments, call out what's coming before it arrives, and make sure nothing important gets missed at 35,000 feet.

The role covers the founders professional and personal worlds: If it lands on the founders plate, it lands on your radar.

Who we need

→ Thinks ahead and gets things done without reminders

→ Brings structure to unstructured situations

→ Knows the difference between important and urgent

→ Takes ownership. That's not my job isn't in your vocabulary

→ Equally at ease with a business review and a personal errand

→ Stays calm with ten things happening at once (and quietly fixes three of them)

What you'll do

On the professional side

→ Manage the founders schedules, meetings, priorities and follow-ups

→ Track tasks, deadlines and commitments so nothing slips

→ Coordinate across teams, push work to closure and flag bottlenecks early

→ Prepare reports, presentations and documents

→ Spot recurring problems and build systems so they stop recurring

On the personal side

→ Manage personal calendars, appointments and reminders

→ Handle personal errands, bills, renewals and paperwork

→ Plan travel, family events and occasions, start to finish

→ Coordinate with household staff, vendors and service providers

On the HR side

→ Coordinate recruitment activities, including job postings, candidate screening, interview scheduling and follow-ups

→ Coordinate onboarding, documentation and joining formalities for new employees

→ Maintain employee records, attendance and leave trackers

→ Assist with HR documentation, internal communication and employee engagement activities

→ Follow up with teams on HR-related action items and ensure processes are completed on time

Across both

→ Handle confidential business and personal information with complete discretion

What we're looking for

→ 1–2 years in an EA, Personal Assistant, Founder's Office, HR Coordination or Project Coordination role

→ Strong organisation, communication and follow-through

→ Able to prioritise when everything feels urgent

→ Proactive, detail-oriented and comfortable with ambiguity

→ Flexible with timing when the situation genuinely demands it

→ Fluent in Google Workspace / MS Office, especially Sheets/Excel and Slides

Mumbai | Full-time

If you're the person everyone quietly relies on to make things happen, at work and beyond it, or know someone who runs their team's life better than their own calendar app we'd like to meet you.

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