Virtual Assistant

4 weeks ago

Pune, India IBN Technologies Full time

Job Title: Executive & Remote Operations Assistant (UK Shift)
Location: Remote
Shift Timing: 2:00 PM 11:00 PM IST (UK Shift)
Budget: 2.5 – 3 Lakhs per annum
Experience: 1 – 3 Years
Gender: Male/Female – Any
Joining: Immediate

Job Overview

We are looking for a highly organized and proactive Executive & Remote Operations Assistant to provide full-time virtual support to the leadership team.
This role combines executive assistant responsibilities with remote business operations support (finance, contracts, CRM, reporting, HR admin). The goal is to ensure seamless management of business and personal tasks, enabling the leadership team to focus on growth, strategy, and creativity while on-site teams concentrate on client-facing activities.

Key Responsibilities

Executive Support

  • Manage complex diaries, calendars, and inboxes for leadership (primarily Rob; occasionally Romy).
  • Schedule meetings, calls, travel, and personal appointments.
  • Act as a gatekeeper by filtering communications, prioritizing requests, and protecting time.
  • Handle personal administration: household services, bills, online errands, gift purchasing, and holiday planning.
  • Prepare meeting notes, briefing packs, and follow-up action items.

Remote Business Operations

  • Assist in preparing monthly cashflow updates, financial reports, and scenario modelling (with finance input).
  • Maintain accurate business records (lead sheets, SBRR, client database).
  • Monitor general inquiry inbox ("info@") and ensure timely responses.
  • Manage CRM: update contact lists, onboard clients, schedule check-ins.
  • Generate and manage contracts using templates.
  • Support HR admin: holiday tracking, staff contracts/renewals, disciplinary scheduling.
  • Research and collate documentation for funding support.
  • Liaise with accountants for invoices, reconciliations, credit control, and payment follow-ups.
  • Generate invoices, reconcile deposits and receipts.
  • Track project workflows, monitor deadlines, and ensure deliverables are met.
  • Research new revenue streams, partnerships, and business opportunities.

Marketing & Communications Support

  • Support social media planning and reporting (not direct posting).
  • Update and maintain rate cards, websites, and CRM systems.
  • Create and schedule Mailchimp campaigns.
  • Draft blog posts, introductions, and internal communications.
  • Manage online community groups (Facebook, WhatsApp): add members, post updates, and monitor discussions.

Ideal Candidate Profile

  • 1–3 years of experience in executive assistance, remote operations, or business administration.
  • Excellent communication, organizational, and multitasking skills.
  • Proficiency with CRM tools, Microsoft Office/Google Workspace, and business software.
  • Ability to work independently in a fast-paced environment.
  • Detail-oriented with strong problem-solving skills.

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