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.