Executive Virtual Assistant

Kitchen Code

Gurgaon

Hybrid

INR 800,000 - 1,200,000

Full time

14 days+

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Job summary

Kitchen Code is seeking an operational right hand for the founder in Gurgaon, India. This role focuses on tracking tasks, consolidating reports from multiple store locations, and managing the founder's calendar and travel across India, Thailand, and UAE. Ideal candidates should have at least 2 years of experience as an executive assistant, strong organizational skills, and proficiency in tools like Google Workspace. You’ll play a key role in ensuring that daily operations run smoothly, with a focus on accountability and timely execution.

Qualifications

At least 2 years as a VA or executive assistant, ideally with a startup.
Exceptional written and spoken English.
Strong with spreadsheets and able to build trackers.

Responsibilities

Own the daily follow-up cycle across teams and contractors.
Collect daily reports from multiple locations and consolidate them.
Manage the founder's calendar and travel arrangements.

Skills

Task tracking and follow-ups

Exceptional written and spoken English

Highly organized

Strong with spreadsheets

Experience with Google Workspace

Experience supporting fundraising

Education

2 years as a VA or executive assistant

Tools

Google Workspace

Notion

Asana

Job description

The founder's operational right hand. You keep the machine running.

All India, Gurgaon preferred for occasional in-person meetings

Own the daily follow-up cycle across all teams and contractors. Chase, track, report.

Operations Reporting

Consolidate daily reports from store locations across 3 countries into one clear dashboard.

Calendar & Travel

Manage the founder's calendar and travel across India, Thailand, and UAE.

About the Role

We need someone who can be the founder's operational right hand. Not a traditional VA who sits around waiting for tasks. The person in this role keeps the entire operation moving. You track tasks across multiple teams, you follow up relentlessly, you consolidate reports from our physical locations, you support our fundraising process, and you manage calendar and travel across three countries.

If something is overdue, you catch it before anyone has to ask. If someone has not delivered, you are already chasing them. If there is a blocker, you bring it up with enough context that a decision can be made in minutes.

What You Will Do

Task Tracking and Follow-Ups (This is the main job)

Own the daily and weekly follow-up cycle across all teams and contractors
Maintain a central task tracker with clear statuses. On track, blocked, overdue, completed.
Chase people for updates. Proactively, not when asked.
Send a daily end-of-day summary to the founder. What moved, what is stuck, what needs attention tomorrow.
Deliver a weekly rollup covering progress, open items, and deadlines across all businesses.

Operations Reporting

Collect daily and weekly reports from multiple store locations across three countries
Consolidate everything into one central dashboard. Revenue, footfall, inventory flags, staffing issues, anything notable.
Flag anomalies and trends before they become problems
Chase store managers for reports when they are late

Fundraising and Investor Support

Maintain and update an investor CRM with outreach status, follow-up dates, and notes
Draft outreach emails and messages using templates the founder provides
Follow up after meetings with thank you notes, document sharing, and next steps
Research investors and prepare briefing materials before calls

Calendar, Travel, and Coordination

Manage the founder's calendar across India, Thailand, and UAE
Book flights, hotels, and transport for frequent international travel
Coordinate with vendors, landlords, and contractors. Confirm meetings, chase invoices, follow up on deliverables.
Handle visa and documentation logistics

Research and Admin

Pull together market data, competitor info, and benchmarks when needed
Research tools, platforms, and service providers
Manage inbox triage. Flag what matters, archive the noise, draft responses where you can.
Keep shared drives and folders organized

What This Role Is Not

You will not be making strategic decisions. You make sure decisions actually get executed. You will not be managing people. You track whether people are delivering. You will not be creating marketing content or analyzing marketing data. Those are separate roles on the team.

Tools

Google Workspace (Calendar, Sheets, Docs, Gmail), Notion or Asana, WhatsApp, Slack, lightweight CRM tools, travel booking platforms. Using AI tools like ChatGPT or Claude for drafting and research is encouraged.

What We Are Looking For

At least 2 years as a VA or executive assistant, ideally working with a startup founder or small business owner
Exceptional written and spoken English
Highly organized with a natural bias for action. You chase, you do not wait.
Strong with spreadsheets. You can build and maintain trackers and dashboards without hand-holding.
Experience with Google Workspace and project management tools
Background in F&B, hospitality, or SaaS
Experience supporting fundraising or investor relations
Experience working with distributed teams across multiple countries

How We Measure Success