Executive Assistant

Executive Assistant & Business Operations – Founder’s Office

Company: DroneStark Technologies Pvt. Ltd.

Location: Mumbai – On-site

Experience: 2–5 years

Preferred Background: MBA, Finance, Commerce, Business Administration, Management, Law or Corporate Administration

Compensation: Based on experience and demonstrated capability

About DroneStark

DroneStark Technologies is an Indian UAV and robotics company designing and manufacturing advanced drone systems for defence, homeland security, disaster response, industrial and enterprise applications.

Our products are designed, engineered and manufactured in India and deployed across government, defence and commercial sectors.

We are looking for a highly organised and dependable professional to work directly with the Founder and help manage executive coordination, business documentation, office operations, vendors, travel, compliance follow-ups and everyday business execution.

About the Role

This is a hands-on execution role for someone who enjoys creating structure, following up persistently and completing tasks without requiring constant supervision.

You will work closely with the Founder and coordinate with engineering, sales, finance, procurement, compliance and external vendors.

The role includes both high-responsibility assignments and routine administrative work. On the same day, you may prepare an important client presentation, collect vendor quotations, arrange travel, print and organise documents, follow up with employees and update a compliance tracker.

Success in this position means making the Founder’s working day more organised and helping the company complete work faster and more reliably.

Key Responsibilities

Executive Assistance

• Manage the Founder’s calendar, meetings, reminders and daily priorities.
• Draft professional emails, letters and executive correspondence.
• Prepare meeting agendas and record decisions, responsibilities and deadlines.
• Follow up with employees and external parties until assigned tasks are completed.
• Maintain organised records of pending items, commitments and important discussions.
• Handle confidential business and personal information with discretion.
• Anticipate requirements and resolve routine matters independently.

Business Documentation

• Prepare professional PowerPoint presentations, proposals, reports, quotations and capability documents.
• Convert rough notes, discussions and technical inputs into clear, polished business documents.
• Format, print, scan, file and organise documents for meetings, submissions and records.
• Maintain version control and ensure that the correct document is circulated.
• Proofread documents for language, accuracy, consistency and presentation quality.
• Maintain templates, folders and document-management systems.

Vendor Coordination and Procurement

• Identify vendors and obtain quotations for products and services.
• Prepare vendor-comparison sheets covering price, GST, delivery, warranty and payment terms.
• Coordinate internal approvals, purchase orders, invoices, payments and deliveries.
• Negotiate routine commercial terms within approved limits.
• Follow up with vendors and internal teams until delivery and closure.
• Maintain vendor records, contracts, annual maintenance agreements and renewal dates.
• Monitor office supplies, stationery and other operational requirements.

Travel and Meeting Coordination

• Arrange domestic and international flights, hotels, local transport and meeting logistics.
• Prepare clear travel itineraries and maintain all relevant documents.
• Coordinate rescheduling, cancellations, refunds and last-minute changes.
• Organise client visits, product demonstrations, exhibitions and company events.
• Coordinate meeting rooms, printed materials, refreshments and visitor requirements.

Compliance and Record Coordination

• Maintain trackers for licences, registrations, contracts, insurance policies and renewal deadlines.
• Coordinate with finance, compliance consultants, lawyers, company secretaries and internal departments to collect required documents.
• Maintain organised physical and electronic compliance records.
• Follow up on statutory, audit and regulatory requirements until submission.
• Track NDAs, agreements, certificates, invoices, purchase orders and other company records.

This position coordinates compliance work but does not replace a qualified lawyer, Chartered Accountant or Company Secretary.

Office and Business Operations

• Coordinate routine office administration and operational requirements.
• Follow up with different departments on pending tasks and management decisions.
• Maintain trackers, dashboards, MIS reports and action lists.
• Help create simple processes and checklists to improve reliability and accountability.
• Support recruitment coordination, onboarding, employee records and internal events when required.
• Assist the Founder with special assignments, research and business coordination.

Communication and Marketing Support

• Assist with LinkedIn posts, company updates, brochures, newsletters and presentations.
• Coordinate with designers, agencies, printers and event vendors.
• Maintain consistency and professionalism across company communication.
• Support exhibitions, conferences, client meetings and corporate events.

Marketing is a supporting responsibility and not the primary purpose of this role.

Who Will Succeed in This Role

We are looking for someone who:

• Takes ownership and follows through until work is completed.
• Is comfortable repeatedly following up with employees, vendors and external parties.
• Produces organised, accurate and professional work.
• Has excellent written and spoken English.
• Can distinguish between urgent, important and routine work.
• Notices missing information, inconsistencies and approaching deadlines.
• Can handle several priorities without losing track of details.
• Communicates confidently but respectfully with senior professionals and clients.
• Is commercially sensible when reviewing quotations and vendor proposals.
• Is comfortable handling both important assignments and routine administrative work.
• Can make sensible decisions independently and knows when escalation is necessary.
• Maintains confidentiality and exercises sound judgment.
• Is comfortable working directly with a demanding and fast-moving Founder.
• Can use AI productivity tools responsibly to improve speed and quality.

Required Qualifications

• Bachelor’s or master’s degree in Business Administration, Management, Commerce, Finance, Law, Communications or a related discipline.
• Approximately 2–5 years of relevant experience.

• Experience in at least one of the following:
• Executive assistance
• Founder or Director support
• Office administration
• Business operations
• Finance or banking operations
• Vendor and procurement coordination
• Compliance administration
• Client coordination

• Strong proficiency in Microsoft Word, PowerPoint and Excel.
• Ability to create professional emails, presentations, trackers and business documents.
• Current residence in Mumbai or the Mumbai Metropolitan Region with a practical daily commute.

An MBA is preferred but not mandatory. Demonstrated execution ability will be given greater importance than academic qualifications.

Important Role Conditions

Candidates should apply only if they are comfortable with the following:

• This is a full-time, six-day working role.
• The position is entirely on-site in Mumbai.
• The role requires regular follow-up through calls, messages and emails.
• Responsibilities include printing, filing, travel booking, vendor calls and other routine administrative work.
• Some urgent assignments may require availability outside standard office hours.
• The successful candidate should be willing to build stability in the role for at least two years.

What This Role Is Not

• This is not a remote or hybrid position.
• This is not primarily a marketing role.
• This is not a technical project-management or engineering role.
• This is not a strategy-only Founder’s Office position.
• This is not suitable for someone who considers routine coordination or administrative work beneath their qualification.
• This is not a role where tasks can be handed over without tracking them to completion.

Why Join DroneStark?

• Work directly with the Founder and leadership team.
• Gain broad exposure to business operations, procurement, compliance, finance, defence and manufacturing.
• Take ownership of work that directly affects company efficiency.
• Build strong experience in executive operations and cross-functional business management.
• Work in a growing Indian UAV and robotics company with meaningful government, defence and commercial applications.

Selection Process

Stage 1: Application and screening

Candidates will complete a short application covering location, availability, compensation, relevant experience and written communication.

Application link:

https://docs.google.com/forms/d/e/1FAIpQLSfOZodrpqU4JbeABTQESgbTHbL3aNMadvoCsZMIUCfWlBRX7w/viewform?pli=1

Stage 2: Detailed interview and practical assessment

Shortlisted candidates will complete live exercises involving prioritisation, professional writing, vendor comparison, travel planning, documentation and task tracking.

Applications containing genuine examples of presentations, reports, trackers, proposals or professionally formatted documents will receive preference.