Manage calendars, reply to high-level individuals over email, schedule meetings across time zones, and coordinate travel itineraries.
Conduct research (vendors, tools, market info, personal) and prepare summaries, calculations or spreadsheets.
Track and process expenses, invoices, and receipts; maintain simple financial records.
Draft, edit, and format documents, presentations, and PDFs as needed.
Handle email and occasional phone communication/errands on behalf of the executive, ensuring timely follow-ups.
Draft, update, and post jobs for various roles as needed.
Run occasional in-person errands in Mumbai (banks, deliveries, collecting documents) and support e-commerce tasks (ordering, receiving, returns).
Assist with personal and family scheduling, reservations, event coordination, and accompany family to appointments when needed.
Arrange travel, reservations, transportation, hotels, and other logistics.
Research and liaise with local vendors and service providers; compare options and negotiate where appropriate.
Manage small projects end-to-end, coordinate with freelancers or translators as needed.
Maintain organized records of vendors, contracts, digital and physical documents.
Prepare weekly task and progress updates for the executive and coordinate with other executive staff.
Proactively anticipate needs and propose solutions to save time and improve efficiency.
Requirements
Bachelor’s degree required; preference for graduates from strong universities in India.
6 months to 3 years of experience as an Executive Assistant, Personal Assistant, or similar administrative/coordination role.
Strong proficiency in Google Workspace (Sheets, Docs, Calendar, Drive).
Comfort with Microsoft Office tools (Excel, PowerPoint, Word).
Ability to quickly learn new tools (Discord, Slack, Slite, Pipedrive, Fireflies, Linear, project management or expense tools).
Excellent written and spoken English; ability to draft emails, summarize information, and speak professionally with high-level individuals, vendors and partners.
Exceptional attention to detail and ability to juggle multiple tasks (research, scheduling, expense tracking, errands).
Proactive problem-solving and ability to own outcomes.
High degree of integrity; ability to handle sensitive personal and business information with confidentiality.
Comfortable balancing executive tasks and personal support tasks (occasional errands, coordination for family).
Based in Mumbai and willing to travel within the city for in-person errands.
May be required to partially match the executive's hours (usually EST, sometimes IST).
Willingness to travel occasionally (domestic/international) when required.
Bonus (nice to have): familiarity with bookkeeping basics, experience coordinating with service providers or vendors, prior exposure to startups or consulting.
Benefits
Above market salary.
Health insurance & gym reimbursement of INR 6,000 per month.
Premium subscriptions required to perform well (ChatGPT, etc).
Work remotely (most of the time).
Paid Time Off.
Performance‑based bonuses (at the discretion of the Manager).
Exposure to the inner workings of a large Silicon Valley startup and its leadership and operations.
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