About the Role

EOXS is looking for a highly organized, proactive, detail-oriented, and communication-focused Personal Assistant to support leadership with day-to-day coordination, research, communication, documentation, follow-ups, and administrative responsibilities.

This is a hands-on role requiring strong organizational skills, professional communication, attention to detail, and the ability to manage multiple priorities independently.

The selected candidate will work closely with leadership and cross-functional teams to ensure that important tasks, meetings, follow-ups, communications, and operational activities are completed efficiently and on time.

Ownership, organization, follow-through, and skilled communication are core responsibilities of this position.

Key Responsibilities

1. Executive & Administrative Support

- Manage and organize the executive's daily schedule, meetings, appointments, and commitments.
- Coordinate meetings across internal teams and external stakeholders.
- Prepare meeting agendas, notes, documents, and supporting materials when required.
- Track important deadlines, commitments, and pending activities.
- Maintain a structured list of priorities and follow-ups.
- Remind leadership about important tasks, meetings, deadlines, and commitments.
- Handle routine administrative tasks and coordination on behalf of leadership.
- Assist with travel planning, meeting logistics, and other arrangements when required.

2. Communication & Coordination

- Draft and manage professional emails, messages, follow-ups, and internal communications.
- Coordinate with employees, clients, vendors, partners, and other stakeholders.
- Follow up with relevant team members to ensure assigned tasks are progressing.
- Maintain clear communication between leadership and different departments.
- Escalate important issues, delays, or blockers to leadership in a timely manner.
- Ensure that important information and decisions are communicated to the appropriate people.

3. Task & Follow-Up Management

- Maintain trackers for ongoing tasks, projects, meetings, and follow-ups.
- Monitor pending tasks and ensure timely completion.
- Coordinate with different team members to collect updates.
- Identify overdue or blocked activities and bring them to leadership's attention.
- Maintain organized records of important decisions, action items, and commitments.
- Follow up consistently until tasks are completed rather than simply forwarding requests.

4. Research & Information Support





- Conduct research on companies, markets, competitors, products, tools, and other topics as requested.
- Collect, organize, and summarize information for leadership.
- Research potential vendors, service providers, software, tools, and business opportunities.
- Prepare concise research summaries and comparisons.
- Use reliable sources and verify important information before presenting it.
- Support leadership with quick-turnaround research and information gathering.

5. Documentation & Reporting

- Prepare and maintain documents, spreadsheets, presentations, and reports.
- Organize important files, records, and business information.
- Maintain accurate trackers and databases.
- Document meeting discussions, decisions, and action items.
- Prepare regular status updates and summaries when required.
- Ensure documents and information are organized and easily accessible.

6. Project & Cross-Functional Support

- Assist leadership with special projects and business initiatives.
- Coordinate with Sales, Marketing, Product, Operations, and other teams as required.
- Support project planning, task tracking, and follow-up.
- Help ensure cross-functional initiatives remain on schedule.
- Assist in coordinating launches, campaigns, internal initiatives, and other business activities.
- Take ownership of assigned projects and drive them toward completion.

7. AI & Productivity Tools

- Use AI tools to improve research, writing, documentation, summarization, and productivity.

- Use tools such as:

- ChatGPT
- Gemini
- Canva
- Microsoft 365 / Google Workspace
- Notion
- Slack
- CRM and project management tools
- or similar platforms

- Explore and recommend tools that can improve productivity and workflow efficiency.
- Use AI responsibly while maintaining accuracy, confidentiality, and quality.

8. Confidentiality & Professional Responsibility

- Handle confidential business and executive information responsibly.
- Maintain discretion when working with sensitive documents, communications, and business information.
- Follow company policies and established processes.




- Represent leadership and EOXS professionally in all communications.
- Maintain a high level of professionalism when interacting with internal and external stakeholders.

Required Skills

- Excellent written and spoken English.
- Strong organizational and time-management skills.
- Excellent attention to detail.
- Strong follow-up and task-management skills.
- Ability to prioritize multiple tasks and deadlines.
- Strong professional communication skills.
- Good research and information-gathering abilities.
- Strong documentation and proofreading skills.
- Proficiency with productivity tools such as:

- Google Workspace
- Microsoft Office
- Excel / Google Sheets
- Google Calendar / Outlook
- Slack or similar communication platforms

- Comfortable using AI tools for research, writing, summarization, and productivity.
- Ability to communicate confidently with senior professionals and business stakeholders.
- Ability to work independently with minimal supervision.
- Ability to identify what needs attention rather than waiting for instructions.

Experience

- 13 years of experience in a Personal Assistant, Executive Assistant, Administrative Assistant, Business Operations, Project Coordination, Office Administration, or related role.
- Experience supporting senior leadership or working in a fast-paced business environment will be an advantage.
- Experience working with remote or distributed teams will be an advantage.

Candidates Must Have

- A personal laptop suitable for professional work.
- A reliable high-speed internet connection.
- Mobile data backup.
- Power backup to ensure uninterrupted remote work.
- Availability during agreed working hours.
- A professional and distraction-free remote working environment.

We Are Looking For Individuals Who Are

- Highly organized and dependable.
- Proactive rather than purely reactive.
- Comfortable taking ownership of tasks from start to finish.
- Strong at follow-ups and closing loops.
- Curious and eager to learn.
- Detail-oriented and quality-conscious.
- Comfortable working with senior leadership.
- Resourceful and capable of finding solutions independently.
- Comfortable managing changing priorities.
- Good at maintaining confidentiality and discretion.
- Open to feedback and continuous improvement.
- Comfortable working independently in a remote environment.
- Able to communicate clearly, professionally, and respectfully.
- Willing to take ownership beyond their immediate task list.

📌 Personal Assistant || WFH || US Shift || (India)
🏢 EOXS
📍 India