Website:
aivar.tech
Job details:
Aivar Innovations is looking for a sharp, discreet, and highly organized Senior Executive Assistant to support the Founders' Office. You will work directly with
all four founders, serving as their shared operational backbone — managing their time, travel, communications, and follow-ups so they can stay focused on customers, product, and growth. This means balancing competing priorities across four principals and exercising sound judgment on what needs whose attention first. This role demands exceptional judgment, ownership, and the ability to operate with minimal supervision in a fast-moving AI services environment.
Key Responsibilities
- Calendar & Travel Management
- Own and optimize the founders' calendars — schedule, prioritize, and resolve conflicts across time zones (India, US, Middle East).
- Plan end-to-end domestic and international travel: flights, visas, hotels, ground transport, and detailed itineraries.
- Anticipate scheduling conflicts and proactively protect time for deep work and strategic priorities.
- Provide real-time support during founder travel to the US and other international destinations — rescheduling, coordinating with overseas customers and partners, and handling on-trip changes as they arise.
- Communication & Inbox Management
- Triage emails and messages on behalf of the founders; draft responses, flag urgent items, and filter noise.
- Act as the first point of contact for internal teams and external stakeholders reaching the Founders' Office.
- Maintain professional, timely communication with customers, partners, and investors.
- Meeting Coordination & Follow-Through
- Prepare agendas, briefing notes, and background material ahead of key meetings.
- Capture minutes and action items; track follow-ups with internal owners until closure.
- Coordinate leadership reviews, board meetings, and customer/investor calls.
- Stakeholder Coordination
- Coordinate investor and key customer interactions on behalf of the founders — scheduling, context preparation, and follow-ups.
- Maintain and update key contact lists and relationship notes for the Founders' Office.
- Liaise with the admin team for visitor logistics and hospitality during customer, partner, and investor visits.
- Confidentiality & Document Management
- Handle sensitive business, financial, and personnel information with absolute discretion.
- Organize and maintain contracts, NDAs, and key documents; coordinate signatures and filings.
- Expense & Administrative Operations
- Manage expense reports, reimbursements, and vendor payments for the founders.
- Coordinate with finance, HR, and admin teams on approvals and routine operational tasks.
- Events & Offsites
- Plan and execute leadership offsites, team events, customer showcases, and conference participation.
- Manage budgets, vendors, and logistics end to end.
- Special Projects & Research
- Support the founders with research, data gathering, and presentation preparation.
- Track progress on founder-driven initiatives and provide regular status updates.
What We're Looking For
- 8+years of experience as an Executive Assistant, ideally supporting founders/CXOs in a startup or fast-paced services company; experience supporting multiple executives simultaneously is a strong plus.
- Excellent written and verbal communication in English.
- Strong command of Microsoft 365, calendaring, and travel booking tools; comfort adopting AI productivity tools.
- Proven ability to handle confidential information with discretion and integrity.
- Exceptional organization, attention to detail, and multitasking under pressure.
- Proactive, resourceful, and comfortable with ambiguity — you close loops without being chased.
- Willingness to travel: the role may require domestic and occasional international travel to accompany founders or support key meetings, events, and offsites.
- Time-zone flexibility is essential: founders and leadership frequently travel to the US and other countries, so you must be willing to adjust working hours — including occasional early mornings, late evenings, or weekend availability — to provide seamless support across IST, US, and other time zones.
Nice to Have
- Experience in a technology, SaaS, or AI services company.
- Exposure to investor relations, board coordination, or event management.
- Working knowledge of Microsoft 365 (Outlook, Teams, SharePoint), CRM systems, and other productivity tools.
Why Join Aivar
- Work directly with the founders of a fast-growing AI innovation company.
- High-trust, high-ownership role with visibility across the entire business.
- Competitive compensation and growth into Chief of Staff–track responsibilities.
Click on Apply to know more.
