The Executive and Personal Assistant manages calendars, conducts research, tracks expenses, and handles communication for C-Suite leaders, balancing professional and personal support tasks.
Wing Assistant is one of the world's largest virtual talent platforms. Wing is a venture-backed startup based in Silicon Valley with a globally distributed team. We are seeking an Executive and Personal Assistant to work with C-Suite leaders. This is a unique role, requiring a blend of remote and in-person tasks, as well as executive and personal assistance.
Responsibilities:
Executive Support
- Manage calendars, reply appropriately 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 occasionally phone communication/errands on behalf of the executive, ensuring timely follow-ups.
- Draft, update, post jobs for various roles as needed.
Personal & Family Support
- Run occasional in-person errands in Mumbai (e.g., visiting banks, delivering/collecting documents, coordinating with offices).
- Support physical/e-commerce tasks such as ordering, receiving, and storing goods at home, plus handling returns or exchanges.
- Assist with personal and family scheduling, reservations, and event coordination.
- Accompany family members to administrative appointments, or vendors when needed.
- Arrange travel, reservations, transporation, hotels, etc.
- Other ad-hoc tasks as needed.
Coordination & Vendor Management
- Research and liaise with local vendors and service providers; compare options and negotiate where appropriate.
- Manage small projects end-to-end — from identifying resources to coordinating with freelancers or translators if language support is required.
- Maintain organized records of vendors, contracts, and ongoing tasks for easy reference.
General Administration
- Keep digital and physical documents organized and accessible.
- Prepare weekly task and progress updates for the executive.
- Proactively anticipate needs and propose solutions to save time and improve efficiency.
- Coordinate with other members of executive staff.
Requirements:
Education: Bachelor’s degree required; preference for graduates from strong universities in India.
Tech skills:
- 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).
Communication: Excellent written and spoken English; ability to draft emails, summarize information, and speak professionally with high-level individuals, vendors and partners. International exposure is preferred.
Organization: Exceptional attention to detail and ability to juggle multiple tasks (research, scheduling, expense tracking, errands).
Problem-solving: Proactive approach to anticipating needs, troubleshooting issues, and owning outcomes.
Trustworthiness: High degree of integrity; ability to handle sensitive personal and business information with confidentiality.
Adaptability: Comfortable balancing both executive tasks (scheduling, research, expenses) and personal support tasks (occasional errands, coordination for family).
Logistics: Based in Mumbai, willing to travel within the city for in-person errands (banks, deliveries, admin tasks) as needed.
Hours: May be required to partially match the executive's hours, usually EST, but sometimes IST.
Travel: On rare occasion, travel may be required (domestic/international) - e.g. to attend a conference, to meet key personnel, to attend an offsite, etc. Any required travel would be fully covered by the company.
Bonus (nice to have, not required):
- Familiarity with bookkeeping basics.
- Experience coordinating with service providers or vendors.
- Prior exposure to startups, consulting, or fast-paced business environments.
- Experience: 6 months to 3 years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative/coordination role.
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.
- Potential travel.
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