Virtual Executive Assistant

Job Title: Executive Assistant

Location: Remote (India)

Employment Type: 30-35 hours weekly

About the Role

We are a family-run office that owns and manages pharmacies and real estate in New Jersey. We are looking for an experienced Executive Assistant based in India to support the owners with a mix of business and personal administrative tasks. This role also includes providing remote support to our existing office staff as needed.

You will help ensure smooth day-to-day operations, manage bills and schedules, coordinate communications, assist with travel arrangements, and support basic bookkeeping tasks.

The ideal candidate will be comfortable working partially during US Eastern Time hours to enable real-time communication with the team, while enjoying flexibility for independent work outside those hours.

Work Hours

• Required availability: 8:00 AM – 12:00 PM EST (evening hours IST) for calls and meetings
• Remaining hours: Flexible / own schedule to complete assigned tasks

Key ResponsibilitiesAdministrative Business Tasks

• Manage and organize executive calendars (scheduling and confirming meetings)
• Monitor and respond to business emails on behalf of owners
• Support existing office staff with remote administrative needs
• Maintain organized electronic filing and document management systems
• Prepare and edit documents, reports, or presentations as needed
• Manage health insurance for employees, including coordinating with the broker for renewals and updates

Financial & Bill Management

• Pay business and personal bills on time (utilities, services, vendors)
• Handle credit card bill payments and monitor statements and credit card reconciliation
• Track and record payments, maintaining clear logs and receipts
• Assist with managing the insurance renewals and policy communications for all businesses.
• A plus if able to assist US staff with basic bookkeeping tasks, including entering transactions and categorizing expenses in QuickBooks Online

Communications & Data Management

• Serve as a point of contact to liaise between owners and staff, vendors, or partners
• Monitor and respond to emails on behalf of executives
• Draft professional correspondence and responses
• Prepare email templates or standard responses
• Maintain and update spreadsheets or databases
• Set up and maintain online filing/sharing systems (Google Drive, Dropbox)

Personal Assistance

• Arrange personal appointments (doctors, services)
• Order gifts, flowers, or personal items online
• Handle household bill payments or renewals
• Manage personal subscriptions and memberships
• Make reservations for personal or business needs as required
• Assist with insurance renewals and other personal administrative tasks
• Manage personal subscriptions and membership
• Arrange domestic and international travel as needed(flights, hotels, car rentals)

Preferred Skills & Qualifications

• Minimum 5-7 years of experience as an Executive Assistant, Administrative Assistant, or similar role
• Excellent written and spoken English
• Strong organizational skills and high attention to detail
• Proficiency with Google Workspace, Microsoft Office, and online communication tools
• Familiarity with QuickBooks Online (preferred)
• Comfort with making professional phone calls to US numbers (VOIP systems as needed)
• Trustworthiness and discretion when handling sensitive information
• Ability to work independently and prioritize tasks effectively

Compensation & Benefits

• Competitive salary based on experience
• Fully remote role with flexible hours outside core meeting window
• Onboarding and training support

Job Type: Full-time

Pay: ₹500,000.00 - ₹1,000,000.00 per year

Benefits:

• Cell phone reimbursement
• Flexible schedule
• Internet reimbursement
• Work from home

Schedule:

• Morning shift

Experience:

• Administrative Assitant: 5 years (Preferred)