Executive Assistant - Founder's Office

Executive Assistant- Founders Office

Qubitech Smart Solutions Pvt Ltd

Location: Hyderabad

Job Type: Full-time, On-site

Reports To: Founder / Director

Experience: Minimum 3 years

The Role

We are looking for a dependable, organised Executive Assistant to run follow-ups and keep work moving on behalf of the Founder. You will own the task tracker, chase the right people at the right time, and give clear, regular updates, so that the Founder can focus on decisions rather than status checks.

Key Responsibilities

• Task tracking: Maintain a single, always-current tracker of tasks across vendors, internal operations, employees and clients, with owners and due dates.
• Follow-ups: Follow up with vendors, team members and clients by email, phone and WhatsApp on a fixed rhythm, and escalate unresolved items promptly.
• Regular updates: Send a short daily update covering what is done, what is stuck and what needs the Founders decision.
• Calendar and meetings: Manage the calendar, schedule meetings and calls, send reminders, and record minutes with action items.
• Drafting and coordination: Draft routine emails, letters and documents, and coordinate documentation, quotations, purchase orders and invoices with the relevant teams.
• Confidentiality: Handle commercial and company information with complete discretion.
• Time management: Prioritise tasks effectively, manage deadlines and schedules, and ensure important follow-ups are completed on time.
• Problem solving: Identify issues quickly, find practical solutions, and escalate matters appropriately when required.

Requirements

• Minimum 3 years of experience as an executive assistant, personal assistant, admin or operations coordinator. Experience in a startup, technology, or founder-led environment is preferred.
• Excellent written and spoken English; Telugu and Hindi are strongly preferred.
• Comfortable following up persistently and politely with senior people, vendors and clients.
• Strong with Google Workspace or Microsoft Office, and with shared trackers such as Sheets, Excel or Notion.
• Highly organised, reliable, and able to prioritise without constant direction.
• Willing to work full-time from Hyderabad or Vijayawada.

Good to Have

• Familiarity with procurement, tenders or government portals such as GeM.
• Experience coordinating with vendors, logistics or accounts teams.

What Success Looks Like

• The Founder no longer needs to ask for status; updates arrive on time and in a consistent format.
• Vendors, employees and clients respond within agreed timelines because follow-ups are timely and professional.
• No deadline, payment or commitment slips unnoticed.

How to Apply

Send your resume and a short note on why you are a good fit for this role to [email removed] with the subject line: Executive Assistant Hyderabad

Shortlisted candidates will be contacted to complete a short practical assessment.

Compensation: As per experience and market standards.

Website: qubitech.io