Executive Assistant

Darwinbox; Hyderabad; On-site; INR 2,500,000 - 4,000,000; Full time

Job summary

Darwinbox is seeking an Executive Assistant to support the SVP – APMEA and leadership across SEA, India, Middle East and Africa. You will manage calendars, travel, meetings, communications, and confidential information with AI-enabled workflows.

Based in Hyderabad, the role requires 10+ years of executive support experience, mastery of MS Office, and the ability to coordinate across time zones; travel may be required; strong English communication and discretion are essential.

Qualifications

• English fluency required; strong communication with senior stakeholders.
• 10+ years of executive assistant or senior admin support to C-suite.
• Proficient in MS Office and calendar management across time zones.
• Hands-on with AI tools to improve productivity and reporting.
• Ability to prioritize daily workload and meet tight deadlines.
• Experience coordinating across SEA, India, Middle East & Africa.

Responsibilities

• Support SVP – APMEA and leadership team with directed, timely tasks.
• Liaise with internal/external stakeholders to manage communications.
• Manage calendars, emails, travel, client management, and logistics.
• Coordinate complex scheduling and prepare reports and docs.
• Record meeting minutes and maintain confidential information.
• Oversee customer visits and cross-functional collaboration.
• Drive AI initiatives for leadership office and productivity.

Skills

English fluency

Executive support experience

MS Office

AI & digital productivity skills

Prioritization

Deadline driven

Problem solving

Regional exposure

Agility

Tools

MS Office suite

Job description

Darwinbox is Asia's fastest-growing HR technology platform, designing the future of work by building the world's best HR tech, driven by a fierce focus on employee experience and customer success, and continuous, iterative innovation. We are the preferred choice of 900+ global enterprises to manage their 2.5 million+ employees across 116+ countries.

Darwinbox's new-age HCM suite competes with local as well as global players in the enterprise technology space (such as SAP, Oracle, and Workday). The firm has acquired notable customers ranging from large conglomerates to unicorn start-ups: Nivea, Starbucks, DLF, Crisil, CRED, Vedanta, Mahindra, Glenmark, Gokongwei Group, Mitra Adiperkasa, EFS Facilities Management, VNG Corporation, and many more.

Role Overview:

As the Executive Assistant, you will provide high-touch, directed and timely support to the SVP – APMEA (Asia Pacific, Middle East & Africa) and his leadership team, acting as a trusted partner who keeps communications, calendars, travel, meetings, and day-to-day logistics running seamlessly. You will be the organizational anchor that enables leadership to focus on strategic priorities while you manage the flow of information, stakeholders, and customer engagements across the APMEA organization – spanning SEA, India, Middle East and Africa – with professionalism, absolute confidentiality, and a technology-forward, AI-enabled approach to executive support.

Reporting Relationships:

Reports to: SVP – APMEA (Asia Pacific, Middle East & Africa)

Geographic scope: Coordination across SEA, India, and Middle East & Africa as part of the APMEA organization

Team: Works closely with APMEA leadership team, cross-functional leaders/teams, internal stakeholders, customers, and external partners across regions

Key Responsibilities

• Support to leadership – Provide support to the SVP – APMEA and APMEA leadership team in a directed and timely manner to achieve organizational goals and accomplish objectives.
• Stakeholder liaison – Liaise with internal and external stakeholders to manage communication on various projects and tasks.
• Calendar & correspondence – Manage the SVP’s/VP’s/AVP’s calendars, both professional and personal, and own their correspondence including agendas, mail, email, calls, travel arrangements (domestic and international), client management, and other organizational logistics.
• Executive scheduling – Coordinate complex scheduling and extensive calendar management, and manage the content and flow of information to senior executives.
• Reports & documentation – Prepare reports, presentations, and data, and maintain files, records, and correspondence for meetings.
• Confidentiality – Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
• Meeting minutes – Record minutes of meetings whenever required to support the SVP and the leadership team.
• Customer & visitor management – Manage customer visits and delegates across the region to ensure every visit is handled smoothly.
• Interpersonal effectiveness – Interact with ease with fellow team members and other stakeholders, and deliver essential results through effective communication.
• Cross-functional collaboration – Contribute to cross-functional teams to accomplish results as needed.
• APMEA coordination – Coordinate across SEA, India, and Middle East & Africa as part of the APMEA organization, managing time zones, travel, and communications across the region.
• AI initiatives – Drive and support AI initiatives for the leadership office: use AI tools to automate workflows, draft and summarize communications, build meeting intelligence, and streamline reporting, while championing AI adoption in administrative processes.
• AI productivity enablement – Leverage AI assistants and automation (e.g., scheduling, transcription, document generation, data synthesis) to improve the speed and quality of executive support, and help the broader EA/administrative community adopt these practices.

Skills & Qualifications

• English fluency (mandatory) – Strong communication skills with English fluency required; additional regional languages are a plus.
• Executive support experience – 10+ years of proven experience as an executive assistant or in other relevant senior administrative support roles, supporting C-suite or senior leadership (SVP/GVP level or above).
• Advanced MS Office – In-depth understanding of the entire MS Office suite (Outlook, Word, Excel, PowerPoint, Teams).
• AI & digital productivity skills – Hands-on proficiency with AI tools and platforms (e.g., Copilot, ChatGPT, Gemini, AI assistants, automation/agentic tools, transcription and meeting-intelligence tools); ability to adopt and recommend AI solutions that improve executive productivity.
• Prioritization – Ability to organize a daily workload by priorities.
• Deadline driven – Must be able to meet deadlines in a fast-paced, quickly changing environment.
• Problem solving – A proactive approach to problem-solving with strong decision-making skills.
• Regional exposure – Experience coordinating across multiple geographies/time zones (SEA, India, Middle East & Africa) is preferred.

What Will Help You Succeed in This Role:

• Ownership and a "can-do" attitude with a high bar for quality and follow-through.
• Judgement, discretion, and the ability to handle sensitive information with absolute trust.
• Anticipation – staying a step ahead of the leaders you support.
• Agility and calm under pressure in a fast-moving, high-growth environment.
• A collaborative mindset that builds trust across functions and geographies.
• AI-forward mindset – curiosity and willingness to continuously learn and apply emerging AI tools in day-to-day executive support.

Location & Travel:

• This role is based in Hyderabad, India. Managing domestic and international travel arrangements for the SVP – APMEA (including travel to and coordination across SEA, India, Middle East & Africa) and APMEA leadership team is a core part of the role; occasional travel may be required (assumed).