Remote Executive / Personal Assistant (India ��� PST Shift)

AllianceIT Inc · Dombivli, India

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 professional 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