Executive & Personal Operations Assistant to the Managing Director (Remote)Location

Remote (Work From Home)

Employment Type

Full-Time

NightTiming (US Eastern Time)

Eligibility: Must Comfortable in Telugu & English

About the Role

We are seeking a highly organized, proactive, and resourceful Executive & Personal Operations Assistant to serve as the trusted right hand to the Managing Director of a growing multi-location healthcare organization.

This role extends beyond traditional executive support. You will oversee both professional operations and personal administrative responsibilities, ensuring that schedules, communications, projects, and household logistics run seamlessly.

Success in this role requires exceptional organizational skills, strong judgment, attention to detail, and the ability to anticipate needs before they arise. You should be comfortable managing multiple priorities independently while maintaining complete confidentiality.

Key ResponsibilitiesExecutive Support

- Manage the Managing Director's calendar, appointments, and daily schedule.
- Coordinate internal and external meetings while resolving scheduling conflicts.
- Prepare meeting agendas, supporting documents, and briefing notes.
- Manage the executive inbox by prioritizing emails, drafting responses, and tracking follow-ups.
- Maintain task lists, project trackers, and deadline calendars.
- Coordinate with leadership teams regarding meetings, updates, and action items.
- Prepare presentations, reports, spreadsheets, and executive documents.
- Organize digital files and maintain structured documentation.
- Arrange business travel, including flights, hotels, transportation, and itineraries.
- Track departmental projects and provide weekly progress summaries.

Personal & Household Operations

- Maintain the family calendar, including school events, appointments, and personal commitments.
- Coordinate with household staff and service providers.
- Schedule medical, dental, DMV, and vehicle service appointments.
- Track important renewals, registrations, insurance, passports, licenses, and other recurring deadlines.




- Order groceries and household essentials while coordinating deliveries.
- Research products, compare vendors, and obtain quotations.
- Coordinate home maintenance, contractors, and service appointments.
- Plan personal travel and vacations, including bookings and itineraries.
- Maintain digital records and organize key personal documents.
- Purchase gifts, manage subscriptions, and coordinate online returns when needed.
- Handle virtual errands and personal administrative tasks.

Project & Administrative Management

- Research vendors, products, and services, presenting concise recommendations.
- Build and maintain project dashboards and operational trackers.
- Summarize lengthy reports into executive-friendly briefs.
- Draft and update Standard Operating Procedures (SOPs).
- Monitor project timelines and follow up until completion.
- Proofread executive correspondence, reports, and presentations.
- Coordinate approvals, signatures, and documentation.

Daily Responsibilities - Every Morning

- Prepare a daily executive briefing including:
- Calendar overview
- Meeting preparation notes
- Top priorities
- Pending approvals
- Urgent emails

Throughout the Day

- Monitor and organize the executive inbox.
- Coordinate meetings and follow-ups.
- Update project trackers.
- Resolve operational issues proactively.
- Ensure deadlines remain on track.

End of Day

- Share a concise status update covering:
- Completed tasks
- Pending items
- Outstanding decisions
- Next-day priorities

Weekly Responsibilities

- Conduct weekly planning and priority reviews.
- Publish project status reports.
- Follow up on pending approvals and unanswered communications.
- Review household logistics and upcoming appointments.
- Ensure all operational trackers remain current.

Monthly Responsibilities





- Review upcoming renewals and deadlines for the next 90 days.
- Audit recurring subscriptions and expenses.
- Organize shared drives and digital documentation.
- Review operational systems for efficiency improvements.

Ideal Candidate

We are looking for someone who is:

- Exceptionally organized and detail-oriented.
- Highly proactive and able to anticipate needs.
- Comfortable managing multiple priorities simultaneously.
- Able to work independently with minimal supervision.
- Skilled, discreet, and trustworthy.
- A strong communicator with excellent written and verbal English.
- Persistent in following up until tasks are completed.
- Calm under pressure with excellent problem-solving abilities.

Required Qualifications

- Bachelor's degree preferred.
- 3–5 years of experience as an Executive Assistant, Personal Assistant, Operations Coordinator, or similar role.
- Excellent English communication skills (written and verbal).
- Advanced proficiency in Microsoft Office and Google Workspace.
- Experience managing calendars, executive inboxes, travel, and project coordination.
- Strong organizational and time-management skills.
- High level of professionalism and confidentiality.
- Ability to work during the specified US split shift.

What Success Looks Like

- Meetings are well-prepared and efficiently coordinated.
- Emails receive timely responses and follow-ups.
- Deadlines and renewals are proactively managed.
- Projects remain organized with clear visibility.
- Personal and household logistics operate smoothly without constant oversight.
- The Managing Director can focus on strategic decisions while trusting that daily operations are fully under control.

Why Join Us?

- 100% Remote Work
- Direct collaboration with senior leadership
- High-impact role with significant ownership
- Dynamic and fast-paced work environment
- Long-term career growth opportunities
- Opportunity to contribute to a rapidly growing organization

Share your resume on Whatsapp - +91-XXXXXXXXXX (Swati)

Pay: ₹45,000.00 - ₹55,000.00 per month

Work Location: Remote

📌 Executive & Personal Operations Assistant to the Managing Director (Remote) (India)
🏢 Smile Loft Dental
📍 India