Executive Assistant — Founders Office

Vantrock; Mumbai; On-site; INR 3,000,000 - 6,000,000; Full time

Job summary

Vantrock seeks an exceptional Executive Assistant/Chief of Staff to support the Founder & CEO from Mumbai, with travel to key cities as needed. This is a full-time, permanent role in the Founder's Office.

You will manage calendars, prepare briefings, coordinate meetings, and ensure decisions and actions are captured. A strong English writing style, AI tool fluency, and discretion are essential.

Qualifications

• 8+ years supporting a founder, CEO, MD or promoter directly or in a founder's office.
• Willingness to travel at short notice in Mumbai and beyond.
• Daily use of AI tools (ChatGPT, Claude) and transcription/notetaking tools.
• Strong written English and filing discipline in Google Workspace.

Responsibilities

• Own the calendar as an allocation decision, protecting time and shaping the week around platform priorities.
• Coordinate and attend meetings in‑city and on the road, travelling with the founder as needed.
• Maintain a precise record of every meeting with AI transcription, then file and extract decisions and actions.
• Keep the to‑do list with owners and due dates, chasing external parties as required.
• Triage the inbox to zero, draft signatures, and escalate only what must reach the founder.
• Be the custodian of the filing system with clear structure, naming, version discipline, and a live decision log.
• Eliminate one recurring manual task each quarter in the office.

Skills

Executive support

Calendar management

AI tools

Written English

Discretion

Education

Bachelor’s degree

Tools

Google Workspace

AI transcription tools

Notetaking tools

Job description

Team: Founder's Office, alongside an AI Executive and a Programme Manager as they join. Reports to: Founder & CEO. No direct reports at present. Full-time, permanent.

Location: MMR_Bandra Kurla Complex, Mumbai, in person, with travel alongside the Founder & CEO across Mumbai and to NCR, Pune, Bengaluru, Chennai and Lucknow, whenever and wherever it is needed.

Experience: 8+ years supporting a founder, CEO, MD or promoter, in India or internationally.

Team structure, reporting lines and seat titles reflect the current plan and may change as the platform builds out. Compensation is confirmed in the offer.

WHAT YOU WILL OWN

• Own the calendar as an allocation decision, not a booking system. Protect thinking and recording time, hold the line on requests that should have been an email, and build the week around the things that actually move the platform.


• Coordinate the meetings, and attend them, in‑city and on the road. Set them up, brief the founder before he walks in, and travel with him wherever and whenever the work needs it.


• Own the record of every meeting. Notes taken by you and a‑AI transcription tool, cleaned up the same day, filed where they belong, and reduced to the decisions and actions inside them.


• Keep the to‑do list true. Every commitment made in every meeting, by the founder or to him, on one list, with an owner and a date, updated the day it is made. Chasing the board, the search firms, the auditors and counsel is part of the seat.


• Take the inbox to zero and keep it there. Triage everything, answer what you can, draft what he must sign, elevate only what must reach him.


• Be the custodian of the filing system. Folder structure, naming convention, version discipline and the decision log. When somebody asks what was decided in July and why, you produce it in two minutes.


• Remove your own work. Each quarter, take one recurring manual task in this office and make it stop existing.

WHO WE ARE LOOKING FOR

ESSENTIAL

• 8+ years supporting a founder, CEO, MD or promoter directly, or in a founder's office, chief of staff or EA seat at a company, fund, consulting or professional services firm. Time supporting an executive at an international company, or from a base outside India, counts fully. At least two of those years beside one person.


• Willingness to travel at short notice, in Mumbai and out of it, and to be in the room rather than briefed afterwards.


• Daily working use of AI tools, with specifics. ChatGPT / Claude by name, an AI transcription and note‑taking tool you run in real meetings, and whatever else you have found. We will ask what they get wrong, and about one you tried and abandoned. Appetite to keep upskilling: the tools in this seat will be different in a year.


• Written English strong enough to draft on someone else's behalf. You will be tested on this directly. Deep working command of Google Workspace, and filing discipline you enjoy rather than tolerate.


• Discretion that has already been tested: board papers, compensation, candidate pipelines, capital discussions, family matters. Based in Mumbai or relocating before joining. A Bachelor's degree.


• And the one that decides it: you want to be an executive assistant. Not on the way to something else.

ADVANTAGEOUS

• A chief of staff or executive assistant programme, Indian or international: the IIT Delhi Executive Programme for Chief of Staff, an ILM or CPD‑certified masterclass, or an equivalent overseas certification. If you have not done one and are otherwise right for the seat, we will fund it.


• Exposure to real estate, construction, funds, banking or professional services. Working automation skills: Zapier, Make, Apps Script, Notion. Board or committee support. A valid passport. Hindi; Marathi useful.

WHAT THIS ROLE IS NOT

• Not a corridor to another function, and not a seat to hold while you decide what you want to do.


• Not a desk seat.


• Not purely corporate, since some of it touches the founder's own calendar and travel.


• Not a seat for someone who wants the machine to think: you are accountable for every word it produces.

CULTURAL FIT

We’re building Vantrock over a decade, not a funding cycle. We’re looking for people who treat technology as the default answer rather than a supplement, who want to be co‑builders of the platform rather than employees executing instructions, and who are comfortable saying \"I don’t know\" and \"I was wrong.\" If you want a defined role with defined edges, this isn’t the right seat. If you want to help build an institution from zero, it might be.

AI proficiency and partner command are standing requirements in every Vantrock seat: you work fluently with AI tools and build on the platform's systems, and you command the partners and tools that do the transactional work. A supervised AI Proficiency Test is part of the process for every seat, at every level.