Position: Executive Assistant

Location: Remote

Type: Full time

Department: Administration / Operations / Executive Office

Reports To: Executive Leadership / Chief Executive Officer / Director of Operations

About the Role

We are seeking a highly organized, dependable, and proactive Executive Assistant to provide administrative, operational, and scheduling support to executive leadership. This role is ideal for someone who can manage calendars, coordinate meetings, organize communication, track priorities, prepare documents, and help leadership stay focused and efficient.

The ideal candidate should be professional, detail-oriented, trustworthy, and able to handle confidential information with discretion. This person should be comfortable working independently in a remote environment, managing shifting priorities, communicating with internal and external stakeholders, and supporting leadership across multiple business functions.

Time flexibility is a core requirement of this role. The Executive Assistant must be able to adjust their schedule as needed to support executive priorities, meetings across time zones, urgent requests, deadlines, and changing business needs.

Key Responsibilities

- Managing executive calendars, meetings, appointments, reminders, and scheduling priorities.
- Coordinating internal and external meetings, including preparing agendas, invitations, meeting links, notes, and follow-up items.
- Monitoring and organizing emails, messages, requests, and executive communications as assigned.
- Prioritizing urgent matters and ensuring key tasks, deadlines, and follow-ups are not missed.
- Preparing, editing, formatting, and organizing documents, presentations, spreadsheets, reports, and correspondence.
- Taking meeting notes, tracking action items, and following up with team members to ensure completion.
- Supporting day-to-day administrative operations for leadership and management teams.




- Coordinating communication between executives, staff, clients, vendors, candidates, contractors, or business partners.
- Maintaining organized files, records, trackers, folders, and administrative systems.
- Assisting with project coordination, task tracking, timelines, and status updates.
- Preparing basic reports, summaries, dashboards, or operational updates as needed.
- Supporting hiring, onboarding, training coordination, or internal communications when needed.
- Assisting with travel planning, event coordination, online meetings, and executive logistics if applicable.
- Handling sensitive and confidential information with professionalism and discretion.
- Identifying workflow gaps and helping improve administrative processes, templates, trackers, and communication systems.
- Providing flexible support during busy periods, urgent deadlines, after-hours needs, or meetings across different time zones.

Required Qualifications

- Professional or educational background in administration, business, executive support, operations, communications, project coordination, or a related field.
- Experience supporting executives, managers, business owners, leadership teams, or department heads.
- Strong calendar management, scheduling, organization, and follow-up skills.
- Excellent written and verbal communication skills.
- Ability to manage confidential information with discretion and professionalism.
- Solid attention to detail when preparing documents, emails, reports, trackers, and meeting notes.
- Ability to manage multiple priorities, deadlines,



and requests at the same time.
- Strong problem-solving skills and the ability to anticipate leadership needs.
- Ability to work independently in a remote environment with minimal supervision.
- Strong computer skills, including Gmail, Google Workspace, Microsoft Office, Google Calendar, Google Docs, Google Sheets, Microsoft Excel, Zoom, Teams, or similar platforms.
- Ability to communicate professionally with internal teams, external partners, clients, vendors, and candidates.
- Dependable work ethic, strong judgment, and a high level of accountability.
- Schedule flexibility to support executive needs, urgent requests, meetings across time zones, and occasional work outside standard business hours.

Preferred Qualifications

- Experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Assistant, Personal Assistant, or Office Coordinator.
- Experience supporting a CEO, founder, director, senior manager, or executive leadership team.
- Experience in healthcare, education, e-commerce, consulting, staffing, professional services, digital products, or operations.
- Experience with project management tools such as Asana, Trello, Monday.com, ClickUp, Notion, Airtable, or similar systems.
- Experience creating reports, trackers, SOPs, templates, meeting summaries, or operational documents.
- Familiarity with CRM systems, HR platforms, applicant tracking systems, billing tools, or customer support platforms.
- Strong Excel or Google Sheets skills, including filters, basic formulas, formatting, and data organization.
- Experience coordinating interviews, onboarding, training schedules, or internal team communications.
- Ability to support multiple departments or business functions at once.
- Bilingual or multilingual communication skills.
- Experience working with executives or teams across multiple time zones.

📌 Executive Assistant (Mumbai)
🏢 Medcoded Usa
📍 Mumbai