Executive Assistant

XenonStack; Mohali; On-site; INR 900,000 - 1,400,000; Full time

Job summary

XenonStack is seeking an organized Executive Assistant to support the COO and Managing Director. You will manage complex calendars, prepare leadership-facing materials, and act as a gatekeeper for communications.

The role requires strong organizational skills and the ability to coordinate across functions. Ideal candidates have 4–7 years in executive support, proficiency with MS Office/Google Workspace, and a proactive, confidential approach to high-level operations.

Qualifications

• 4–7 years of experience in executive support or similar roles supporting C-suite leaders.
• Exceptional organizational and time management skills.
• Strong proficiency in MS Office / Google Workspace and scheduling tools.
• Ability to work independently, anticipate needs, and take initiative.

Responsibilities

• Executive Support: Manage complex calendars, schedule meetings, and prioritize engagements.
• Prepare agendas, presentations, reports, and documentation for leadership meetings.
• Gatekeeper and liaison: manage communications for the COO & MD.
• Operational Efficiency: coordinate follow-ups and track progress on actions and strategic initiatives.
• Support in project tracking, governance, and reporting for key business objectives.
• Assist in materials for board meetings, investor updates, and external stakeholders.
• Cross-Functional Coordination: align execution with strategic priorities across HR, Finance, and Product.
• Confidentiality & Professionalism: handle sensitive information with discretion.
• Travel, logistics, and event coordination; ad hoc operational support.

Skills

Executive support

Calendar management

Communication

Organization

MS Office / Google Workspace

Project coordination

Independent work

Education

Bachelor’s or Master’s degree in Business Administration

Tools

Scheduling tools

Project management software

Job description

XenonStack is the fastest-growingData and AI Foundry for Agentic Systems, enabling organizations to gainreal-time and intelligent business insights.

We innovate through:

Akira AI– Building Agentic Systems for AI Agents

XenonStack Vision AI– Vision AI Platform

NexaStack AI– Inference AI Infrastructure for Agentic Systems

Our mission is to accelerate the world’s transition toAI + Human Intelligenceby buildingenterprise-grade AI platformsand driving global innovation.

THE OPPORTUNITY

We are seeking a highly organized and proactiveExecutive Assistant (EA)to support theChief Operating Officer (COO) and Managing Director (MD).

As an EA, you will play a critical role inmanaging priorities, streamlining operations, and enabling leadership efficiency. If you thrive in fast-paced environments, are detail-oriented, and have a strong sense of ownership, this role is for you.

KEY RESPONSIBILITIES

Executive Support

Manage complex calendars, schedule meetings, and prioritize engagements.

Prepare agendas, presentations, reports, and documentation for leadership meetings.

Act as agatekeeper and liaison, managing communications on behalf of the COO & MD.

Operational Efficiency

Coordinate follow-ups and track progress on action items and strategic initiatives.

Support inproject tracking, governance, and reportingfor key business objectives.

Assist in preparing materials for board meetings, investor updates, and external stakeholders.

Cross-Functional Coordination

Work with leadership, HR, Finance, and Product teams toalign execution with strategic priorities.

Facilitate communication across departments to ensure deadlines and deliverables are met.

Confidentiality & Professionalism

Handle sensitive information with the utmost discretion and integrity.

Maintain professionalism while interfacing withexecutives, partners, and clients.

Additional Support

Organize domestic/international travel, logistics, and event coordination.

Provide operational assistance in high-priority initiatives and ad hoc projects.

SKILLS & QUALIFICATIONS

Must-Have

4–7 years of experience as anExecutive Assistant, Chief of Staff, or similar rolesupporting C-suite leaders.

Exceptionalorganizational and time management skills.

Strong proficiency inMS Office / Google Workspace, scheduling tools, and project management software.

Ability to work independently, anticipate needs, and take initiative.

Strong sense of discretion when handling confidential information.

Good-to-Have

Experience infast-paced tech, SaaS, or AI-driven environments.

Familiarity with Agile workflows and business operations.

Bachelor’s or Master’s degree in Business Administration, Management, or related fields.

WHY SHOULD YOU JOIN US?

Work Closely with Leadership– Directly support the COO & MD on high-impact initiatives.

Strategic Exposure– Gain insight intobusiness strategy, decision-making, and AI-driven transformation.

Career Growth– Progress into roles such asChief of Staff, Operations Manager, or Program Lead.

Global Exposure– Collaborate with enterprise clients, partners, and global stakeholders.

Culture of Excellence– Our values —Agency, Taste, Ownership, Mastery, Impatience, and Customer Obsession— empower you to take ownership and grow.

XENONSTACK CULTURE – JOIN US & MAKE AN IMPACT!

At XenonStack, we believe inshaping the future of intelligent systems. We foster aculture of cultivationbuilt on bold, human-centric leadership principles, wheredeep work, simplicity, and adoptiondefine everything we do.

Our Cultural Values

Agency– Be self-directed and proactive.

Taste– Sweat the details and build with precision.

Ownership– Take responsibility for outcomes.

Mastery– Commit to continuous learning and growth.

Impatience– Move fast and embrace progress.

Customer Obsession– Always put the customer first.

Be part of our mission toaccelerate the world’s transition to AI + Human Intelligence— by enabling our leaders to focus on driving global transformation.