Executive Assistant to Stakeholder

About Us
Tasks Expert is a managed virtual assistant company with a team of around 100 people, serving clients across the US, UK, UAE, Canada and Australia.
About the Role
We are looking for a smart, dependable and highly organised Executive Assistant to work directly with one of our key Stakeholders. You will be his right hand, handling his inbox, calendar, payments, reminders and coordination, so that his time is spent only where his expertise is truly needed.
All decisions remain with the Stakeholder. Your role is to collect information, keep track of everything, remind him on time, and make sure things get done without follow-ups from his side.
Key Responsibilities
Email Management and Writing
Manage the Stakeholder's inbox daily: sort, prioritise and flag what needs his attention.
Write clear, professional emails to clients, vendors, team members and partners on his behalf.
Draft replies in the right tone for each person, whether it is a client, a director or a vendor.
Message Drafting
Draft WhatsApp messages, follow-ups, announcements and internal communication on his behalf.
Prepare ready-to-send drafts for his approval when a message is sensitive or important.
Calendar and Meeting Management
Manage his Google Calendar, business meetings and appointments.
Handle meeting bookings through Calendly, including setting up availability and managing reschedules.
Plan his day by priority. For example, a client wanting to hire 5 VAs, a product build or bug fix that needs his input, or a team issue requiring his expertise gets scheduled ahead of routine work.
Coordinate meetings across time zones for clients in the US, UK, UAE, Canada and Australia.
Send meeting reminders and prepare short briefs before important discussions.
Payments and Bills
Track all bills, dues and payments, and ensure everything is paid on time.
Remind the Stakeholder of upcoming payments and coordinate with the accounts team.
Reminders, Notes and Follow-ups
Maintain an organised record of important business information: who needs to be paid, what message came from whom, who needs a callback, and what is pending.
Give him daily reminders of tasks and commitments so nothing is missed.
Coordination on His Behalf
Coordinate with HR, directors, team leaders, clients and partners on his behalf.
Follow up on tasks he assigns to teams and keep him updated on progress.
Handle every conversation with professionalism, tact and discretion.
Research and Documentation
Research information online as needed, such as vendors, tools, market details or client background.
Prepare documents, reports, proposals and presentations using G Suite and AI tools like Claude, ChatGPT and Gemini.
Keep files and records well organised and easy to find.
Office Administration
Note down office issues such as repairs, faulty equipment or supplies needed.
Collect options and quotes, get his approval, and follow through until the issue is closed.
Field Work and Driving
Travel for office work such as bank visits, vendor meetings, document submissions and errands.
Drive the Stakeholder to business meetings when required.
Requirements (Mandatory)
Good written and spoken English.
Strong email writing and message drafting skills.
Valid two-wheeler or four-wheeler driving licence with confident driving skills.
Working knowledge of G Suite (Gmail, Google Calendar, Docs, Sheets, Drive).
Experience with Calendly for meeting scheduling.
Hands-on use of AI tools: ChatGPT, Gemini and Claude.
Strong internet research skills using Chrome.
Good typing speed and ability to prepare clean, well-formatted documents.
Stable internet connection for work-from-home days.
Preferred Skills
1 to 2 years of experience as an Executive Assistant, Personal Assistant or in an admin role.
Hindi and Marathi will be an advantage.
Strong follow-up habits and attention to detail.
Ability to keep business information strictly confidential.
Proactive nature: you remind before being asked.
Flexibility with working hours, as we work with international clients.
What We Offer
Company-provided laptop.
Hybrid work: 3 days in office, 2 days from home.
Direct exposure to business leadership and decision making.
Hands-on experience with modern AI tools in real business work.
A growing company working with international clients.

Work arrangement
Hybrid