Executive Assistant (Chief of Staff)

Executive Business Assistant (Chief of Staff Track) — India Office Launch

📍 Mumbai, India | Full-Time | On-Site | Reporting to Managing Director (Indian and USA)

Play a key role in establishing Hubot’s India operations from the ground up.

Executive Assistant

This is a leadership opportunity, not just administrative support.

Why Hubot?

• High Growth Trajectory:

  25–30% YoY growth forecast through 2030

• Global Leadership & Impact:

  Lead all aspects of our Mumbai hub — validation, accounting, procurement, logistics, quality, and research support for U.S. operations

• Strategic Partnership:

  Direct collaboration with the leadership; high trust, autonomy, and influence

• Exceptional Employer Reputation:

  Glassdoor 4.8 | Indeed 4.7 | Wellbeing 79 | 95% recommend

Key Responsibilities (First 6–12 Months)

• Launch the Mumbai office—manage workspace/vendor procurement, IT, infosec, entity setup, and core HR processes
• Recruit and lead the inaugural back-office team (finance, procurement, logistics, quality administration, validation support, research coordination)
• Establish the office’s operating cadence—implement OKRs, team routines, dashboard reporting, SLAs to U.S. stakeholders
• Serve as the Managing Director's strategic partner—drive priorities, unblock teams, facilitate communication, execute special projects
• Oversee cross-border execution—ensure seamless India/U.S. handoffs for “follow-the-sun” operations
• Set up governance and local/state/federal compliance structures, collaborating with advisors

Skills & Experience

• Track record in multi-tasking, strategic planning, and context switching across diverse workstreams
• Expertise in OKR development, system/process deployment, and interlocking business tools
• Strong leadership in recruiting, developing, and managing high-performance teams
• Experience in launching/scaling offices; adept in SOPs, vendor management, and back-office operations (validation, quality, finance, procurement, logistics)
• Deep familiarity with corporate governance, risk management, and compliance
• 10–15+ years as Senior EA, Chief of Staff, or operations leader, with proven launch/scale-up achievements
• Hands-on people management and coaching experience
• Fluent in English; business operations acumen covering finance, procurement, vendor management, and logistics
• Flexible working hours—India/U.S. overlap; travel readiness (India/USA)
• Builder’s mindset—clarity, confidentiality, results-focus, and systemic thinking

Success Metrics

• Office operational with SLAs in 90–120 days
• Core team recruited and productive, meeting time-to-hire and quality standards
• Cross-border cadence established (>95% on-time U.S. delivery)
• Strong budget discipline and compliance posture

If you’re driven to build and scale global operations and be an empowered partner to the Managing Director, let’s connect.

Apply via LinkedIn or message for a confidential conversation.

See www.hubot.us for a detailed overview.

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