Executive Assistant & Coordinator

Indian AI Research Organisation (IAIRO); India; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Indian AI Research Organisation (IAIRO) seeks an Executive Assistant to anchor leadership operations, coordinating with the CEO, COO, and Chief of Staff. The role intersects elite academic research with strategic government partnerships and industry collaborations.

Responsibilities include managing calendars, overseeing research documents, and using AI tools to draft correspondence, summaries, and automate routine tasks to keep overhead lean.

Qualifications

• AI literacy and comfortable in tech-heavy environments.
• Ability to distill complex technical discussions into clear minutes and briefs.
• Systems-first mindset to scale document management.

Responsibilities

• Manage high-density executive calendars across leadership, government partners, and mentors.
• Oversee lifecycle of research papers, grant proposals, and IP docs with version control and archival rigor.
• Draft correspondence and summarize meetings using AI tools to keep overhead lean.
• Serve as liaison with academic partners and industry leaders in pharma and tech sectors.
• Plan and coordinate national seminars, hackathons and international travel for researchers.
• Assist in day-to-day operations at GIFT City headquarters.

Job description

We are looking for a high-caliber Executive Assistant to serve as the operational anchor for our leadership including the CEO, COO, and the Chief of Staff.. This role is also central to our goal of keeping administrative overhead for our research teams minimal. You will manage the intersection of elite academic research, strategic government partnerships (MeitY, Gujarat DST), and industry collaborations.

Key Responsibilities

• Complex Coordination: Manage the high-density calendars of the executive office, coordinating with a board of industry legends, government officials, and global academic mentors.
• Intelligent Document Management: Oversee the lifecycle of research papers, grant proposals, and IP documentation. You will ensure that version control and archival systems are handled with technical precision.
• AI-Native Workflow: Actively use LLMs and AI productivity tools to draft correspondence, summarize technical meetings, and automate routine administrative tasks to keep the organization lean.
• Strategic Liaison: Serve as a professional point of contact for IAIRO’s ecosystem, including academic partners (IITs, BITS Pilani, US universities) and industry leaders in the pharmaceutical and tech sectors.
• Event Management: Organize national-level research seminars, hackathons, and international travel for researchers presenting at global AI conferences.
• GIFT City Operations: Assist in managing the day-to-day administrative footprint of our headquarters in India’s premier smart city.

Candidate Profile

• AI Literacy: You should have a functional understanding of basic AI terminology and be comfortable navigating a tech-heavy environment.
• Communication Excellence: Ability to distill complex technical discussions into clear, actionable minutes and professional briefs.
• Organizational Mastery: A "systems-first" thinker who can build and maintain document management processes that scale with a growing research organization.
• Mission-Driven: A desire to contribute to India’s journey toward becoming a "Product Nation" and achieving Atmanirbhar (sovereign) AI.
• Discretion: Proven ability to handle sensitive intellectual property and high-level strategic data with absolute integrity.

Why IAIRO & GIFT City?

• World-Class Network: Work alongside researchers and entrepreneurs who have led labs at the world’s most prestigious tech companies and universities.
• GIFT City Lifestyle: Enjoy a high quality of life in a modern, smart-city ecosystem with 20-30% lower costs than Bangalore or Mumbai, featuring world-class infrastructure and seamless metro/airport connectivity.
• Impact: Be part of a flat, inclusive culture where your work directly enables the development of AI that is powerful, interpretable, and ethically grounded.