Virtual Assistant

• Role Summary

Virtual Executive Assistant to the CEO (India-based)

a high-responsibility executive coordination position

Key Objectives

• Act as a remote extension of the CEO for administrative, operational, and communication tasks.
• Ensure all meetings, follow-ups, and commitments are executed on time.
• Coordinate between the U.S. team (including the local coordinator) and the India operations team.
• Keep the CEO organized, updated, and free from administrative load.
  

Core Responsibilities

1. Executive Support & Communication

• Manage and maintain the CEOs Google Calendar schedule, confirm, and reschedule meetings.
• Join key meetings (virtually) to take detailed notes, summarize discussions, and track follow-up actions.
• Draft and manage professional email communication on behalf of the CEO.
• Prepare daily briefings on important follow-ups, payments, shipments, or open tasks.
• Handle calls (Zoom/Google Meet/WhatsApp) with vendors or customers as needed.
  

2. Administrative Operations

• Prepare and manage digital documents, invoices, and expense summaries.
• Track payments and shipment progress; update Trello boards with accurate deal information.
• Maintain digital organization systems Google Drive, Sheets, and documentation folders.
• Handle travel bookings, hotel reservations, and local arrangements for the CEO or visiting staff.
  

3. Coordination Across Teams

• Liaise daily with the

  U.S. Business Ops & Purchasing Coordinator

  to ensure smooth handoff of tasks.
• Communicate with India team members to align follow-ups and updates.
• Maintain a daily task dashboard summarizing work done, pending, blockers, and next-day priorities.
  

4. Reporting & Accountability

• Send daily EOD update email to CEO summarizing completed tasks, pending follow-ups, and upcoming meetings.
• Prepare weekly status reports (Google Sheet or Notion format).
• Maintain 100% accuracy in data, follow-ups, and deadlines.