Executive Support Associate

We are looking for a highly dependable and proactive Executive Support Associate to work closely with the VP – R&D, a senior veteran from the Armed Forces. This role requires someone who can provide end-to-end executive coordination, operational assistance, communication support, and day-to-day management assistance to ensure smooth functioning of the office and related activities.

The ideal candidate should be disciplined, respectful, tech-supportive, organized, and comfortable handling both professional and coordination responsibilities in a fast-paced defence technology environment.

• Key ResponsibilitiesExecutive & Administrative SupportAssist the VP in daily operational and administrative activities
• Support in drafting letters, emails, reports, MOMs, presentations, and official communications
• Help organize files, reports, technical documents, and confidential records
• Coordinate meetings, schedules, appointments, and leadership follow-ups
• Maintain strict confidentiality in handling sensitive discussions, defence-related information, and internal communications
• Technology & Operational AssistanceAssist with laptop usage, presentations, Microsoft Teams meetings, email management, and document handling
• Provide basic IT troubleshooting support related to laptops, printers, connectivity, software coordination, and meeting setup
• Support with printing, scanning, formatting, and digital document organization
• Coordinate with internal departments for approvals, logistics, technical data, and operational support
• Develop a sound understanding of company products, ongoing projects, and internal operational workflows to assist effectively during meetings and discussions
• Travel & Coordination SupportArrange transportation, travel bookings, accommodation, and local movement coordination
• Ensure timely vehicle coordination for meetings, factory visits, airport transfers, and leadership movement
• Be open to occasional travel for high-stakes meetings, customer interactions, leadership reviews, factory visits, and defence-related engagements
• Support during external visits, delegations, exhibitions, and internal review meetings whenever required
• Office & Communication ManagementAct as a coordination bridge between the VP – R&D and cross-functional departments
• Ensure timely reminders, task tracking, documentation, and follow-up management
• Support in preparing reports and communication for leadership discussions
• Handle calls, visitors, and meeting arrangements professionally and with maturity