Executive Assistant to Managing Director

About Ink In Caps

Ink In Caps is a full-service MarTech / experiential-tech agency headquartered in Mumbai. We help brands design scalable experiential marketing campaigns using high-end technology and creative solutions — including immersive technologies (AR/VR, projection mapping), interactive solutions, web & mobile applications, AI-powered tools, and content development. 

Role:

Experience:

Key Responsibilities

* Calendar & Schedule Management: Manage the Director’s calendar — schedule meetings, set reminders, coordinate with internal and external stakeholders, and ensure no conflicts.

* Travel & Logistics Management: Plan and coordinate travel (flights/trains, accommodations, local commute), prepare itineraries, manage bookings, and handle travel-related logistics.

* Task Coordination & Follow-up: Act as a liaison between Director and various teams or employees. Assign tasks, track progress and ensure timely delivery.

* Meeting Support & Representation: Attend internal or external meetings (when required) on behalf of the Director; take notes, follow up on action items, and ensure smooth communication.

* General Administrative Support: Handle routine assistant tasks such as email management, documentation support, preparing meeting agendas and minutes, expense tracking, and any ad-hoc support for the Director’s office.

* Proactive Problem-Solving & Initiative: Anticipate needs, raise issues, propose solutions, and help streamline operations to make the Director’s workflow more efficient.

Qualifications-

* Minimum 3 years of prior experience as a Personal / Executive Assistant, preferably in a SaaS, Martech, digital agency or technology-driven environment (to match IIC Lab’s dynamic, tech- & marketing-oriented culture).

* Strong organizational and time-management skills; able to juggle multiple tasks, manage shifting priorities, and act without close supervision.

* Excellent communication skills — both verbal and written — to liaise with senior management, clients, internal teams, vendors, and external stakeholders.

* Comfortable coordinating across functions: tech, creative, operations, clients — and capable of working with cross-functional teams.

* Confident, professional attitude — able to represent the Director and the company in meetings when required.

* High level of discretion, confidentiality, and integrity when handling sensitive information (schedules, business communications, travel/finance details).

* Proactive mindset: ability to anticipate Director’s needs, plan ahead, follow up diligently, and ensure timely execution of tasks.

* Flexible and adaptable — the nature of agency work is fast-paced, sometimes unpredictable, and may involve occasional out-of-office coordination or travel arrangements.

What Ink in Caps Offers

• Exposure to a fast-growing MarTech/experiential-tech agency working at the intersection of technology, design and marketing.

• Opportunity to work closely with leadership; visibility across cross-functional teams — tech, creative, project management, client servicing.

• A dynamic, collaborative and agile work culture, where flexibility, initiative and ownership are valued.

• Chance to play a key role in enabling smooth operations at senior-management level, thereby contributing to high-impact projects and company growth.