Job Type: Full-time

Job Title: Remote Executive / Personal AssistantLocation: Remote – IndiaShift: Must be available to work in U.S. Pacific Time (PST/PDT) hoursEmployment Type: Full-timeAbout the RoleWe are looking for a highly responsive, detail-oriented, and proactive Remote Executive / Personal Assistant based in India to support a U.S.-based business leader across multiple business operations, communications, scheduling, follow-ups, and administrative functions.This role requires someone who can move quickly, stay organized, follow through consistently, and help keep priorities on track across meetings, emails, tasks, vendors, employees, and clients. The ideal candidate should be comfortable handling confidential business information, coordinating with internal and external stakeholders, and supporting day-to-day executive operations with minimal supervision.This is not just a calendar role — we are looking for someone who can act as a strong execution partner, help drive follow-up, and ensure important tasks do not fall through the cracks.Key ResponsibilitiesExecutive Support & Calendar ManagementManage the executive’s daily schedule and calendar proactivelyAlert and remind the executive before every meeting to ensure no meetings are missedCoordinate, schedule, reschedule, and confirm meetings across time zonesJoin meetings when needed, track action items, and ensure follow-up completionHelp prioritize the day’s meetings, tasks, and deadlinesEmail & Communication ManagementMonitor and manage multiple email inboxes/accounts (5+ email accounts)Draft, send, and follow up on emails professionally and promptlyFlag urgent items, summarize important emails, and keep inboxes organizedFollow up with clients, vendors, employees, and partners for pending responsesMake business phone calls and coordinate follow-ups as neededTask Tracking & Follow-UpCreate and maintain daily/weekly task lists, trackers, and follow-up sheetsTrack open items, pending approvals, client requests, onboarding tasks, invoices, documentation, and vendor deliverablesGather status updates from team members and provide concise summariesEnsure commitments made in meetings or emails are followed through to completionKeep the executive updated on what is pending, urgent, overdue,



or blockedMeeting Coordination & DocumentationCoordinate and help conduct internal or external meetings when requiredPrepare meeting agendas, notes, and supporting materialsRecord and distribute meeting minutes / MOMs (Minutes of Meeting) promptly after meetingsTrack action items, owners, and deadlines from meetingsOperations, Vendor & Documentation SupportFollow up to collect MSAs, POs, vendor forms, onboarding documents, and other business paperworkCollect new employee onboarding documents and ensure required items are completeCoordinate with suppliers/vendors to collect Certificates of Insurance (COIs) and related documentationProvide COI or other compliance/vendor documents to clients or partners as neededMaintain organized digital records of contracts, purchase orders, onboarding documents, insurance certificates, and related filesFinance / Admin SupportAssist with administrative and finance-related tasksWork with QuickBooks Online for basic bookkeeping, invoice tracking, payment follow-up, expense coordination, or vendor records, if experiencedHelp maintain organized trackers for invoices, POs, vendor documentation, and approvalsSupport reporting and spreadsheet-based analysis when neededPresentation, Reporting & General Business SupportPrepare professional documents, reports, spreadsheets, presentations, and summariesSupport the creation of PowerPoint presentations, Excel trackers, Word documents, and follow-up reportsHelp research information, gather data, and prepare summaries using AI and online toolsCreate polished meeting materials, process notes, and operational trackersUse tools like Otter, Zoom AI, Teams, Copilot, ChatGPT, Gemini, or other AI tools to improve productivity, note-taking, and follow-up workflowsRequired Skills & QualificationsProven experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Admin Manager, or similar roleMust be comfortable working U.S. Pacific Time (PST/PDT)



hoursStrong verbal and written English communication skillsExcellent follow-up discipline and strong attention to detailHighly organized, fast, responsive, and dependableAble to manage multiple priorities and multiple inboxes without dropping tasksComfortable handling confidential business and employee informationStrong ownership mindset — able to push tasks to completion, not just wait for instructionsAbility to work independently with minimal supervisionTechnical / Software SkillsMicrosoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPointZoom / Microsoft Teams / Google MeetAI productivity tools such as ChatGPT, Copilot, Gemini, Otter, etc.QuickBooks Online experience is a strong plusExperience creating trackers, status reports, meeting minutes, and follow-up dashboardsPreferred QualificationsMBA, especially MBA in Finance, is preferredExperience supporting a CEO, President, Founder, or senior executive is highly desirableExperience with U.S.-based companies, staffing firms, consulting firms, SaaS businesses, or skilled services firms is a plusExperience handling vendor paperwork, onboarding documentation, purchase orders, insurance certificates, and contract follow-ups is preferredThe ideal candidate is:Fast and responsiveAttentive and detail-orientedProactive in reminders and follow-upsComfortable taking initiative and keeping things movingProfessional in email and phone communicationStrong at documentation, organization, and executionAble to work under pressure and manage changing priorities calmlySomeone who understands urgency and can help the executive stay on top of meetings, emails, follow-ups, and operational tasksWhat Success Looks Like in This RoleIn this role, success means:The executive never misses meetingsEmails and follow-ups are handled quickly and professionallyMeeting notes and action items are always documented and trackedPending documents, onboarding items, vendor paperwork, MSAs, POs, and insurance certificates are followed up without constant remindersTask lists are current, priorities are visible, and important items are not droppedThe assistant becomes a trusted right hand who improves speed, responsiveness, and execution across daily operations

📌 Remote Executive / Personal Assistant (India – PST Shift) (Jharkhand)
🏢 AllianceIT
📍 Jharkhand