Executive and Personal Assistant
Posted Updated
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.
Skills
As published by lever · 31 questions · 2 written answers
Basics
Resume/CV, Full name, Email, Phone, Current location, Current company, LinkedIn Profile URL
Short answers (12)
- Current Monthly Salary/Compensation (USD)
- Expected Monthly Salary/Compensation (USD)
- Current Location (City, Country)
- Who referred you to this position? Enter their first and last name here. optional
- Website, blog or portfolio:
- Please share your LinkedIn profile link
- Which university did you graduate from?
- What did you study?
- When did you graduate?
- Do you have experience as an executive or personal assistant? If so, please describe, and please share how many years of experience you have
- If you are based in Mumbai, which part of Mumbai are you in?
- What is your expected compensation?
Pick from a list (17)
- What is your current availability to start? optional
- What experience level do you have for this position? optional
- How did you hear about this job? optional
- Have you worked for Wing Assistant before?
- . Are you available to work during the US timezone required for this position?
- Wing Assistants are enrolled in a screen monitoring program for Quality Assurance purposes. Are you okay with this arrangement?
- Are you open to helping clients with standard virtual assistant/admin tasks in addition to the specialized tasks associated with this role?
- Would you be willing to make phone calls on behalf of the client, as needed, if required?
- Are you willing to take on additional responsibilities and allow your role to evolve based on your skillset, previous experience, and the needs of the client to ensure a successful working relationship?
- Which industries have you worked in? (Select all that apply.) optional
- Are you based in Mumbai?
- Are you willing to perform a mix of personal assistant & executive assistant tasks that may require both remote & in-person work?
- Are you willing to have partial overlap with the executive? Approximately US EST timezone, i.e. evening/night time in India
- Are you willing to travel domestically or internationally, as needed? (Rarely)
- Are you able to speak English fluently?
- Are you able to speak Hindi fluently?
- Do you have continuous, stable access to both internet & power?
Written answers (2)
- Desired salary per month (in your local currency):
- Tell us a little about yourself