Executive Assistant

About Aspire - IITB Research Park Foundation (IITBRPF):

In 2016, the Ministry of Education entrusted IIT Bombay with a pivotal mission: to establish the Research Park within the sprawling campus in Powai, Mumbai. This led to the creation of ASPIRE – the IIT Bombay Research Park Foundation, a non-profit organisation dedicated to catalysing innovation and research with real-world impact.

Inspired by globally successful research park models, ASPIRE (Applied Science Park for Innovation Research & Entrepreneurship) emerges as the epicenter, that connects knowledge, expertise, and resources seamlessly, fostering a strong and collaborative industry-academia ecosystem with a global outlook.

We cultivate R&D partnerships which evolve into a thriving innovation hub, advancing technologies with meaningful societal impact. Our industry-centric workspaces facilitate collaborative development, while students gain invaluable corporate research exposure, enriching the nation’s talent pool. It’s a dynamic ecosystem where academia, industry, and students converge to drive innovation and uphold academic excellence.

Job Description:

We are seeking a highly capable Executive Assistant to support the Chief Executive Officer and the Professor-in-Charge.

This role goes beyond traditional administrative support and acts as a trusted execution and operations partner. The successful candidate will provide executive, analytical, and operational support across a broad range of activities, enabling leader to focus on strategic priorities while ensuring rigor, follow-through, and alignment across the organization.

Roles and Responsibilities:

Executive & Leadership Support

• Provide high-level executive support to the Chief Executive Officer including calendar management, meeting preparation, prioritization, and follow-ups.
• Anticipate leadership needs and proactively manage competing priorities.
• Serve as a trusted point of contact between leaders and internal/external stakeholders.
• Assist with preparation of strategy decks, business reviews, and management briefings.
• Support Board Meetings and Leadership Reviews, including agendas, MOMs, and compliance tracking.
• Ensure adherence to corporate governance, confidentiality, and ethical standards.

Analytical & Business Support

• Pull together information from different sources and prepare clear summaries, insights, and briefing materials for leadership meetings.
• Track key initiatives, decisions, and action items to ensure closure and accountability.
• Handle sensitive, confidential, and business-critical information with discretion and professionalism.
• The executive assistant role involves conducting research when needed, summarizing key information, and highlighting relevant details to the management.

Cross-Functional Coordination

• Coordinate activities across departments and with external parties to ensure alignment and timely execution.
• Engage with company personnel at all organizational levels to gather information, validate inputs, and prepare materials.
• Support leadership communication flow across teams, ensuring clarity and follow-through.

Operational, Program & Portfolio Support

• Provide support across operational areas.
• Support leadership operating cadence, including governance forums, reviews, planning sessions, and leadership meetings.
• Maintain structure, documentation, and tracking for key operational initiatives.

Leadership & Continuous Improvement

• Identify opportunities to improve processes, workflows, and ways of working.
• Generate new and innovative solutions to complex operational challenges.
• Work independently within established procedures while influencing outcomes beyond own scope

Skills and Expertise:

• Bachelor’s degree in a technical discipline and work experience of three to five years.
• MBA is desirable.
• Exceptional written and verbal communication skills are essential.
• Adaptability is a needed quality. The role may require early starts, late nights, and last-minute schedule changes, so flexibility is vital.
• Organizational and multitasking skills. As they juggle numerous priorities, executive assistants must stay on track and ahead of deadlines.
• Problem-solving skills is expected. When plans fall apart, executive assistants can pivot without panicking, resolving issues quickly before they escalate.
• Advanced Microsoft Office skills in tools like Excel and Outlook to manage basic administrative tasks.

We are an equal-opportunity employer.