Executive Assistant - Founders Office

At Pivotrics Technologies, we specialise in high-performance software product engineering, building world-class insourcing teams for global product leaders. We operate in a fast-paced environment where exceptional technology, sharp execution, and strategic thinking intersect. This is not a traditional, passive administrative role focused only on calendar management. We are seeking a highly organised, proactive, and execution-focused Executive Assistant to function as a direct extension of the Founder's Office. You will bring structure, speed, and accountability to business operations, cross-team coordination, talent acquisition, and data/financial tracking.

The Core Responsibilities For The Job Include The Following

HR and Interview Coordination:

• End-to-End Scheduling: Own the interview logistics for leadership-driven hiring. Coordinate calendars between senior technical interviewers and high-profile candidates.
• Recruitment Pipeline: Maintain real-time hiring trackers, communicate updates to candidates, and partner with HR to streamline onboarding, offers, and documentation.
  
  

• Cross-Functional Alignment: Act as the central node between the founder and key departments (HR, finance, tech, and operations) to track strategic priorities.
• Execution Tracking: Maintain master dashboards to monitor pending action items, deliverables, and daily/weekly status updates for leadership review.
• MoM and Follow-Ups: Attend critical leadership meetings; document meticulous Minutes of Meetings (MoMs); assign task ownership; ruthlessly follow up; and escalate blockers early.
  
  

• Excel and Data Management: Leverage Microsoft Excel / Google Sheets to maintain tracking systems, build basic data summaries, and organise operational metrics.
• Financial Gatekeeping: Coordinate with the finance team, external auditors, and vendors to track invoices, approvals, expense reimbursements, and compliance deadlines.
  
  

• Schedule Optimisation: Proactively manage the Founder's calendar, resolve scheduling conflicts, and gatekeep their time efficiently.
• Logistics and Travel: Manage comprehensive travel bookings, detailed itineraries, and logistics for external corporate events, conferences, or workshops.
  
  

• Executive Presence: Draft high-quality professional emails, presentations, notes, and business communications on behalf of the founder.
• Information Architecture: Organise and secure highly confidential documents, building structured digital folder systems for instant retrieval.
  
  

• Bachelor's degree in business administration, management, commerce, communications, or a related field.
• An MBA/postgraduate degree is a plus, but proven execution capability is valued higher.
• 2-5 years of experience as an Executive Assistant, Founder's Office Executive, Operations Coordinator, or Program Manager.
• Prior experience in high-growth startups, product engineering firms, technology, or IT consulting environments is highly preferred.
  
  

• Smart Communication: Impeccable written and verbal English. The ability to articulate thoughts clearly and interact confidently with CXOs, candidates, and external partners.
• Software Proficiency: High comfort level with MS Excel / Google Sheets (formulas, data sorting, clean formatting), Google Workspace, Zoom, and project management tools.
• AI-Native Mindset: Comfortable using AI productivity tools for documentation, summarisation, and workflow automation.
• Discretion and Trust: Absolute integrity and emotional intelligence when handling confidential financial, strategic, and HR data.