Executive and Personal Assistant

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.