Personal Assistant || WFH || US Shift ||

About the Role

EOXS is looking for a highly organized, proactive, detail-oriented, and communication-focused Personal Assistant to support leadership with day-to-day coordination, research, communication, documentation, follow-ups, and administrative responsibilities.

This is a hands-on role requiring strong organizational skills, professional communication, attention to detail, and the ability to manage multiple priorities independently.

The selected candidate will work closely with leadership and cross-functional teams to ensure that important tasks, meetings, follow-ups, communications, and operational activities are completed efficiently and on time.

Ownership, organization, follow-through, and professional communication are core responsibilities of this position.

Key Responsibilities

1. Executive & Administrative Support

• Manage and organize the executive's daily schedule, meetings, appointments, and commitments.
• Coordinate meetings across internal teams and external stakeholders.
• Prepare meeting agendas, notes, documents, and supporting materials when required.
• Track important deadlines, commitments, and pending activities.
• Maintain a structured list of priorities and follow-ups.
• Remind leadership about important tasks, meetings, deadlines, and commitments.
• Handle routine administrative tasks and coordination on behalf of leadership.
• Assist with travel planning, meeting logistics, and other arrangements when required.

2. Communication & Coordination

• Draft and manage professional emails, messages, follow-ups, and internal communications.
• Coordinate with employees, clients, vendors, partners, and other stakeholders.
• Follow up with relevant team members to ensure assigned tasks are progressing.
• Maintain clear communication between leadership and different departments.
• Escalate important issues, delays, or blockers to leadership in a timely manner.
• Ensure that important information and decisions are communicated to the appropriate people.

3. Task & Follow-Up Management

• Maintain trackers for ongoing tasks, projects, meetings, and follow-ups.
• Monitor pending tasks and ensure timely completion.
• Coordinate with different team members to collect updates.
• Identify overdue or blocked activities and bring them to leadership's attention.
• Maintain organized records of important decisions, action items, and commitments.
• Follow up consistently until tasks are completed rather than simply forwarding requests.

4. Research & Information Support

• Conduct research on companies, markets, competitors, products, tools, and other topics as requested.
• Collect, organize, and summarize information for leadership.
• Research potential vendors, service providers, software, tools, and business opportunities.
• Prepare concise research summaries and comparisons.
• Use reliable sources and verify important information before presenting it.
• Support leadership with quick-turnaround research and information gathering.

5. Documentation & Reporting

• Prepare and maintain documents, spreadsheets, presentations, and reports.
• Organize important files, records, and business information.
• Maintain accurate trackers and databases.
• Document meeting discussions, decisions, and action items.
• Prepare regular status updates and summaries when required.
• Ensure documents and information are organized and easily accessible.

6. Project & Cross-Functional Support

• Assist leadership with special projects and business initiatives.
• Coordinate with Sales, Marketing, Product, Operations, and other teams as required.
• Support project planning, task tracking, and follow-up.
• Help ensure cross-functional initiatives remain on schedule.
• Assist in coordinating launches, campaigns, internal initiatives, and other business activities.
• Take ownership of assigned projects and drive them toward completion.

7. AI & Productivity Tools

• Use AI tools to improve research, writing, documentation, summarization, and productivity.

• Use tools such as:
  
• ChatGPT
• Gemini
• Canva
• Microsoft 365 / Google Workspace
• Notion
• Slack
• CRM and project management tools
• or similar platforms
• Explore and recommend tools that can improve productivity and workflow efficiency.
• Use AI responsibly while maintaining accuracy, confidentiality, and quality.

8. Confidentiality & Professional Responsibility

• Handle confidential business and executive information responsibly.
• Maintain discretion when working with sensitive documents, communications, and business information.
• Follow company policies and established processes.
• Represent leadership and EOXS professionally in all communications.
• Maintain a high level of professionalism when interacting with internal and external stakeholders.

Required Skills

• Excellent written and spoken English.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong follow-up and task-management skills.
• Ability to prioritize multiple tasks and deadlines.
• Strong professional communication skills.
• Good research and information-gathering abilities.
• Strong documentation and proofreading skills.
• Proficiency with productivity tools such as:
  
• Google Workspace
• Microsoft Office
• Excel / Google Sheets
• Google Calendar / Outlook
• Slack or similar communication platforms
• Comfortable using AI tools for research, writing, summarization, and productivity.
• Ability to communicate confidently with senior professionals and business stakeholders.
• Ability to work independently with minimal supervision.
• Ability to identify what needs attention rather than waiting for instructions.

Experience

• 13 years of experience in a Personal Assistant, Executive Assistant, Administrative Assistant, Business Operations, Project Coordination, Office Administration, or related role.
• Experience supporting senior leadership or working in a fast-paced business environment will be an advantage.
• Experience working with remote or distributed teams will be an advantage.

Candidates Must Have

• A personal laptop suitable for professional work.
• A reliable high-speed internet connection.
• Mobile data backup.
• Power backup to ensure uninterrupted remote work.
• Availability during agreed working hours.
• A professional and distraction-free remote working environment.

We Are Looking For Individuals Who Are

• Highly organized and dependable.
• Proactive rather than purely reactive.
• Comfortable taking ownership of tasks from start to finish.
• Strong at follow-ups and closing loops.
• Curious and eager to learn.
• Detail-oriented and quality-conscious.
• Comfortable working with senior leadership.
• Resourceful and capable of finding solutions independently.
• Comfortable managing changing priorities.
• Good at maintaining confidentiality and discretion.
• Open to feedback and continuous improvement.
• Comfortable working independently in a remote environment.
• Able to communicate clearly, professionally, and respectfully.
• Willing to take ownership beyond their immediate task list.