Job Title: Remote Executive / Personal Assistant Location: Remote – India
Shift: Must be available to work in U.S. Pacific Time (PST/PDT) hours
Employment Type: Full-time

About the Role
We 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 Responsibilities
Executive Support & Calendar Management
Manage the executive’s daily schedule and calendar proactively
Alert and remind the executive before every meeting to ensure no meetings are missed
Coordinate, schedule, reschedule, and confirm meetings across time zones
Join meetings when needed, track action items, and ensure follow-up completion
Help prioritize the day’s meetings, tasks, and deadlines
Email & Communication Management
Monitor and manage multiple email inboxes/accounts (5+ email accounts)
Draft, send, and follow up on emails professionally and promptly
Flag urgent items, summarize important emails, and keep inboxes organized
Follow up with clients, vendors, employees, and partners for pending responses
Make business phone calls and coordinate follow-ups as needed
Task Tracking & Follow-Up
Create and maintain daily/weekly task lists, trackers, and follow-up sheets
Track open items, pending approvals, client requests, onboarding tasks, invoices, documentation, and vendor deliverables
Gather status updates from team members and provide concise summaries
Ensure commitments made in meetings or emails are followed through to completion
Keep the executive updated on what is pending, urgent, overdue, or blocked
Meeting Coordination & Documentation




Coordinate and help conduct internal or external meetings when required
Prepare meeting agendas, notes, and supporting materials
Record and distribute meeting minutes / MOMs (Minutes of Meeting) promptly after meetings
Track action items, owners, and deadlines from meetings
Operations, Vendor & Documentation Support
Follow up to collect MSAs, POs, vendor forms, onboarding documents, and other business paperwork
Collect new employee onboarding documents and ensure required items are complete
Coordinate with suppliers/vendors to collect Certificates of Insurance (COIs) and related documentation
Provide COI or other compliance/vendor documents to clients or partners as needed
Maintain organized digital records of contracts, purchase orders, onboarding documents, insurance certificates, and related files
Finance / Admin Support
Assist with administrative and finance-related tasks
Work with QuickBooks Online for basic bookkeeping, invoice tracking, payment follow-up, expense coordination, or vendor records, if experienced
Help maintain organized trackers for invoices, POs, vendor documentation, and approvals
Support reporting and spreadsheet-based analysis when needed
Presentation, Reporting & General Business Support
Prepare professional documents, reports, spreadsheets, presentations, and summaries
Support the creation of PowerPoint presentations, Excel trackers, Word documents, and follow-up reports
Help research information, gather data, and prepare summaries using AI and online tools
Create polished meeting materials, process notes, and operational trackers
Use tools like Otter, Zoom AI, Teams, Copilot, ChatGPT, Gemini, or other AI tools to improve productivity, note-taking, and follow-up workflows
Required Skills & Qualifications
Proven experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Admin Manager, or similar role
Must be comfortable working U.S. Pacific Time (PST/PDT) hours




Strong verbal and written English communication skills
Excellent follow-up discipline and strong attention to detail
Highly organized, fast, responsive, and dependable
Able to manage multiple priorities and multiple inboxes without dropping tasks
Comfortable handling confidential business and employee information
Strong ownership mindset — able to push tasks to completion, not just wait for instructions
Ability to work independently with minimal supervision

Technical / Software Skills
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Zoom / Microsoft Teams / Google Meet
AI productivity tools such as ChatGPT, Copilot, Gemini, Otter, etc.
QuickBooks Online experience is a strong plus
Experience creating trackers, status reports, meeting minutes, and follow-up dashboards
Preferred Qualifications
MBA, especially MBA in Finance, is preferred
Experience supporting a CEO, President, Founder, or senior executive is highly desirable
Experience with U.S.-based companies, staffing firms, consulting firms, SaaS businesses, or qualified services firms is a plus
Experience handling vendor paperwork, onboarding documentation, purchase orders, insurance certificates, and contract follow-ups is preferred

The ideal candidate is:
Fast and responsive
Attentive and detail-oriented
Proactive in reminders and follow-ups
Comfortable taking initiative and keeping things moving
Professional in email and phone communication
Strong at documentation, organization, and execution
Able to work under pressure and manage changing priorities calmly
Someone who understands urgency and can help the executive stay on top of meetings, emails, follow-ups, and operational tasks

What Success Looks Like in This Role
In this role, success means:
The executive never misses meetings
Emails and follow-ups are handled quickly and professionally
Meeting notes and action items are always documented and tracked
Pending documents, onboarding items, vendor paperwork, MSAs, POs, and insurance certificates are followed up without constant reminders
Task lists are current, priorities are visible, and important items are not dropped
The assistant becomes a trusted right hand who improves speed, responsiveness, and execution across daily operations

📌 Remote Executive / Personal Assistant (India - PST Shift) (Mumbai)
🏢 AllianceIT
📍 Mumbai