Executive Assistant (Chief of Staff)

Hubot | Tri Pac, Inc. CDMOMumbai, Maharashtra, India

5 days ago

Job description

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.

Hubot, Inc. (CDMO) — a leading developer and manufacturer of aerosols, liquids, tubes and suppositories for personal care and pharmaceutical brands — is initiating its Mumbai satellite office to drive our U.S. division's growth. We seek an accomplished Executive Assistant ready to operate as an Executive Business Partner and right hand to the Managing Director, managing every aspect of the India office launch, team building, and ongoing operations.

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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Chief Of Staff • Mumbai, Maharashtra, India