Executive/Virtual Assistant for IT domain- Permanent Remote

Job Title: Executive Assistant
Experience: Min 5 - 9 years (Below 5 years experienced candidates please refrain from applying)
Location: Permanent remote
Notice period: Immediate joiners to 30 days only
Work timings- Mon-Fri, 3:00 PM to 12:00 AM IST
Note:- Proficiency in English communication is crucial
Role Overview:
The Executive Assistant will work closely with the Co-Founder to manage day-to-day executive activities, ensure effective coordination with internal and external stakeholders, and support smooth execution of key priorities.
The ideal candidate should be exceptionally organized, have strong communication skills, demonstrate high ownership, and be comfortable working independently in a fully remote environment.
Key Responsibilities:
Manage the Co-Founder’s calendar, appointments, meetings, and daily schedule effectively.
Coordinate internal and external meetings with senior stakeholders, clients, partners, and leadership teams.
Prepare meeting agendas, meeting briefs, presentations, and supporting documents as required.
Attend important meetings and prepare accurate and concise Minutes of Meeting (MOM).
Circulate MOMs to relevant stakeholders and track action items, owners, and deadlines to ensure timely closure.
Follow up proactively with stakeholders on pending actions and commitments.
Maintain and organize important executive documents, reports, presentations, and correspondence.
Handle professional communication, emails, calls, and follow-ups on behalf of the Co-Founder when required.
Support the Co-Founder with business research, data gathering, reports, and presentations.
Coordinate with internal teams such as HR, Finance, Sales, Delivery, Operations, and Technology to drive leadership priorities.
Assist in preparing MIS, trackers, dashboards, and status reports for management review.
Coordinate travel arrangements, itineraries, meetings, and other logistics whenever required.
Maintain confidentiality of sensitive business, financial, employee, client, and strategic information.
Support special projects and initiatives assigned by the Co-Founder and ensure timely execution.
Maintain a structured follow-up and action-tracking mechanism for leadership priorities.
Work independently in a remote environment while maintaining high responsiveness, discipline, and availability during working hours.
Required Skills & Experience:
5+ years of experience as an Executive Assistant, Executive Coordinator, Business Assistant, Management Assistant, or similar role supporting CXO / Founder / Co-Founder / Senior Leadership.
Strong experience in calendar management, meeting coordination, follow-ups, and executive communication.
Excellent written and verbal communication skills with strong professional etiquette.
Strong hands-on experience in preparing MOM (Minutes of Meeting), documenting decisions, tracking action items, and ensuring closure.
Excellent follow-up and stakeholder management skills.
Strong organizational and time-management abilities with the capacity to manage multiple priorities simultaneously.
Ability to prepare presentations, reports, trackers, MIS, and management updates.
Proficiency in MS Office / Microsoft 365, particularly Outlook, Word, Excel, and PowerPoint.
Familiarity with collaboration and remote-working tools such as Teams, Zoom, Google Meet, Slack, or similar platforms.
Strong attention to detail and ability to maintain accurate records.
Ability to handle confidential and sensitive information with complete discretion.
Strong problem-solving ability and a proactive, ownership-driven approach.
Ability to work independently with minimal supervision in a 100% remote / WFH environment.
Comfortable coordinating with senior management and geographically distributed teams.
Preferred Qualities:
Mature, polished, and professional personality.
High level of ownership, accountability, and responsiveness.
Ability to anticipate the Co-Founder’s requirements rather than only responding to instructions.
Strong sense of urgency and ability to work with tight deadlines.
Excellent follow-up discipline.
Strong interpersonal skills and ability to build relationships across functions.
Ability to maintain composure and professionalism while handling multiple priorities.
Business acumen and commercial awareness would be an advantage.
Interested/relevant candidates can share their resume on sjana@paktolus.com/kraul@paktolus.com

Work arrangement
Yes