AllianceIT Inc
Website:
allianceit.com
Company:
https://www.linkedin.com/company/allianceit-inc
Industries: IT System Custom Software Development and Software Development
Job details:
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 preferred
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
Click on Apply to know more.