Executive Assistant

Josh Technology Group; Gurugram District; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Josh Technology Group in Gurgaon, India, seeks an experienced Executive Assistant to act as the operational backbone for the CEO and senior leadership. You will manage calendars, travel, and follow-up on commitments, ensuring actions are tracked and completed.

This high-trust role requires discretion, proactive planning, and strong English communication. Based at the Gurgaon office, you will coordinate with cross-functional teams and international partners across time zones to support strategic

Qualifications

• 4–8 years of experience in an executive assistant, personal assistant, or office manager role.
• Bachelor’s degree required; strong written and verbal English.
• Discretion, professionalism, and ability to manage confidential information.

Responsibilities

• Manage calendars, travel, meetings, and correspondence for the CEO and senior leadership.
• Prepare agendas, minutes, and action trackers for leadership meetings.
• Coordinate cross-functional projects and maintain confidentiality.
• Plan travel logistics for domestic and international trips.
• Oversee expense reporting and vendor communications.
• Ensure timely completion of prioritized tasks and milestones.

Skills

Organisation

Proactive mindset

English communication

Discretion

Calm under pressure

Calendar management

Education

Bachelor’s degree

Tools

Google Workspace

Microsoft Office

Job description

Executive Assistant

Josh Technology Group (JTG) & Pod.AI | Gurgaon, India

Location

Gurgaon, India (JTG HQ — Udyog Vihar, Phase 5) | Work from Office

Reports To

CEO & Co-Founder (functionally supports the full senior leadership team of JTG and Pod.AI)

Employment Type

Full-time

Experience

4–8 years in an executive assistant, or senior administrative role

About Josh Technology Group (JTG) & Pod.AI

Josh Technology Group is a 16+ year old product engineering company with 300+ engineers across 20+ countries. We de-risk technology for businesses through AI-accelerated, outcome-accountable delivery. Alongside JTG, Pod.AI is our HR-Tech and Ed-Tech platform business, operating across both India and international markets. Together, the JTG Group is a multi-entity, fast-moving organisation with co-founders and senior leaders managing significant client commitments, investor relationships, and team responsibilities

— across multiple time zones.

As the organisation grows, ensuring that the senior leadership’s time, priorities, and commitments are managed with precision and care is mission-critical. This role exists to make that happen.

Role Overview

The Executive Assistant will be the operational backbone of JTG and Pod.AI’s senior leadership. You will manage the calendars, priorities, travel, and follow-through for the Co-Founders and key members of the leadership team — ensuring that nothing falls through the cracks, every commitment is tracked, and every meeting results in clear actions that actually get done.

This is a high-trust, high-access role. You will have visibility into confidential business discussions, client conversations, and leadership decisions. Discretion, professionalism, and the ability to work proactively — anticipating what is needed before being asked — are as important as the administrative skills themselves.

You will be based at the Gurgaon office five days a week and will work closely with the CEO & Co-Founder on a daily basis, while also supporting other members of the senior leadership team as needed.

Key Responsibilities

Strategic Partnership and Management

• Ability to prepare high-quality presentations, reports, and confidential documents for leadership meetings.
• Experience in managing expense reports and project coordination.
• Strong organizational skills to coordinate meetings, leadership reviews, corporate events, and offsites, including end-to-end logistical arrangements.
• Ability to manage incoming requests, prioritize tasks proactively, and ensure timely completion of assigned responsibilities.
• Experience in supporting cross-functional projects and initiatives in alignment with organizational and business priorities.
• Proficiency in preparing and maintaining accurate Minutes of Meetings (MoM), documenting key discussions, decisions, action items, and follow-ups, and ensuring timely circulation to relevant stakeholders.

Meeting Management & Action Tracking

• Attend or monitor key leadership meetings (weekly leadership sync, client review meetings, board/advisor calls) and maintain accurate notes capturing decisions, action items, owners, and deadlines.
• Distribute meeting notes and action trackers to the relevant stakeholders promptly after each meeting.
• Follow up with action owners to ensure commitments are delivered on time — escalating proactively to leadership if anything is at risk of slipping.
• Maintain a master actions tracker across all key recurring meetings, updated in real time and reviewed weekly with the CEO.
• Prepare agenda documents and pre-read materials ahead of important meetings so leadership walks in prepared.

Stakeholder Communication

• Draft and manage routine correspondence on behalf of the CEO and leadership team — follow-up emails, acknowledgements, meeting confirmations, and scheduling communications.
• Manage introductions and relationship logistics when leadership is connecting with new clients, investors, or partners.
• Maintain a contact directory of key clients, advisors, investors, and partners with relevant context notes, so leadership always has the right information at hand before an important interaction.

Calendar & Priority Management

• Manage the calendars of the CEO and senior leadership team — scheduling meetings, protecting focus time, resolving conflicts, and ensuring every day is structured around the right priorities.
• Proactively review the week ahead with leadership and flag potential scheduling issues, overlaps, or missed commitments before they become problems.
• Coordinate across internal teams, external clients, and investor/partner contacts in India and international time zones (US, UK, Europe, Middle East) to schedule calls and meetings efficiently.
• Maintain a clear view of leadership’s top priorities at all times and ensure the calendar reflects those priorities, not just inbound requests.
• Manage and protect confidential scheduling information with complete discretion.

Travel & Logistics

• Plan and book all travel for the senior leadership team — flights, hotels, ground transportation, and visa documentation — for domestic and international trips (US, UK, Europe, Middle East).
• Build complete, well-organised travel itineraries with all confirmations, contacts, and contingency information in one place.
• Anticipate logistics requirements around client visits and industry events — ensuring leadership arrives prepared, on time, and without avoidable friction.
• Manage last-minute travel changes efficiently, keeping leadership informed and minimising disruption.

Expenses & Financial Administration

• Process and track expense claims for the senior leadership team — ensuring timely submission, accurate categorisation, and compliance with company policy.
• Maintain organised records of receipts, invoices, and reimbursements; coordinate with the Finance team for approvals and processing.
• Monitor discretionary spends (travel, events, office supplies) against budget and flag overruns proactively.
• Support the coordination of vendor payments, office-related procurement, and other administrative finance tasks as needed.

Required Qualifications & Experience

4–8 years of experience as an Executive Assistant, Personal Assistant, or Office Manager — ideally supporting C‑suite or founder-level leadership in a fast-paced organisation.

• Exceptional organisational skills — the ability to manage multiple priorities, stakeholders, and deadlines simultaneously without dropping the ball on any of them.
• Proactive mindset — anticipating what is needed and acting on it before being asked, rather than waiting for direction.
• Strong written and verbal communication skills in English — able to draft clear, professional correspondence independently.
• Discretion and trustworthiness — comfortable handling confidential business information, client relationships, and leadership decisions with complete professionalism.
• Confident with technology — proficient in Google Workspace (Calendar, Gmail, Docs, Sheets) or Microsoft Office (Outlook, Teams, Excel, Word); comfortable learning new tools quickly.
• Calm under pressure — able to manage last-minute changes, competing priorities, and urgent requests without losing composure or quality.
• Bachelor’s degree required.

Preferred / Good to Have

Prior experience supporting leadership in a technology, product engineering, or consulting organisation.

• Experience managing international travel logistics (US/UK/Europe/Middle East) and working across multiple time zones.
• Familiarity with CRM or project management tools (Salesforce, Notion, Asana, or similar).
• Experience in a multi-entity or group company structure.
• Hindi fluency is a plus for managing India-based office logistics.

What Success Looks Like (First 12 Months)

The CEO and senior leadership team consistently report that their calendars, priorities, and commitments are under control — nothing is missed, nothing is late.

• Every leadership meeting has a clear agenda beforehand and a clean action tracker published within 24 hours.
• All travel is planned in advance, well-organised, and executed without avoidable friction.
• The Gurgaon office runs smoothly — leadership, team members, and visitors all experience a professional, well-managed environment.
• Leadership trusts this person with sensitive information and increasing responsibility over time.