Executive Assistant

Cloud Counselage Pvt Ltd; United States; Remote; USD 37,000 - 56,000; Full time

Job summary

Cloud Counselage Pvt Ltd is seeking an Executive Assistant to support the executive team across global operations from a remote base in India with UK shift timings. The role emphasizes diary management, coordination with the India admin team, and interim sales support during the hiring of a new sales assistant.

This position requires strong communication, meticulous documentation, and the ability to manage cross-time-zone activities in a growing London-based organisation.

Qualifications

• Client facing skills are required to manage executive communications.
• Proficiency with laptops/desktops and standard office software.
• Willing to work UK shift timings for a growing UK-focused organisation.

Responsibilities

• Diary and Schedule Management for Director and Practice Manager, including travel arrangements.
• Lead and coordinate with the admin team in India, ensuring cross-time-zone efficiency.
• Draft, review, and send communications for the Director and Practice Manager.
• Provide interim support to sales activities and prepare sales reports/presentations.
• Organise meetings, prepare agendas, take minutes, and ensure action points are followed up.
• Document management: reports, proposals, presentations; maintain electronic filing.
• Oversee credit control for Company Accounting and Company Personal Accounting with weekly reports.
• Admin supervision: ensure accountants send letters to clients and clear pigeonholes weekly.
• Oversee scanning/shredding of documents and ensure timely handling of documents.
• Keep reception updated on new clients and monitor the letter pile regularly.

Skills

Client facing

Laptop/Desktop required

UK shift

Job description

Location: India

Looking for an Executive Assistant who will play a pivotal role in supporting the executive team and ensuring the smooth operation of the global administrative functions. They will be managing schedules, coordinating with the admin team in India, and providing interim support for sales activities till the company secures a new sales assistant.

What's for the Candidate:

• Compensation based on your competency and potential

• Opportunity to work in a growing London-based organisation

Job Responsibilities:

• Diary and Schedule Management: Coordinate and maintain the diary of the Director and Practice Manager, including scheduling appointments, meetings, and travel arrangements. Provide reminders for important tasks and deadlines to the executives.

• Administrative Team Leadership: Manage and serve as the main point of contact for our administrative team in India. Ensure streamlined administrative operations across time zones and liaise with various departments to support company-wide projects and initiatives.

• Communication: Act as a first point of contact: dealing with correspondence and phone calls directed to the Director and Practice Manager. Draft, review, and send communications to the Director and Practice Manager.

• Sales Support: Provide interim support to the sales function by assisting with coordinating sales activities and maintaining client relations until the new sales assistant is hired. Assist with the preparation of sales reports and presentations.

• Meeting and Event Coordination: Organize and attend meetings, ensuring the Director and Practice Manager are well‑prepared for meetings. Prepare agendas, take minutes during meetings, and ensure action points are followed up.

• Document Management: Prepare and manage documentation, including reports, proposals, and presentations. Maintain electronic filing systems, ensuring efficiency and compliance with company policies.

• Credit Control: Oversee credit control for Company Accounting and Company Personal Accounting. Require a weekly report with comments.

• Admin Supervision: Ensure all accountants send scanned letters to clients and confirm no letters remain in the pigeonhole by the end of each week.

• Document Handling: Oversee Stephen's responsibilities to scan all documents and shred letters by the end of the week.

• Client Communication: Ensure the reception is informed about new clients and check the letter pile every other day to avoid missing any correspondence.

Eligibility Criteria:

• Client Facing Skills - UK and Europe

• Possesses Laptop/Desktop

• Willing to work for a growing organisation as per UK shift timing

Job Location: WFH (Remote) from India (UK shift)

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