Executive Personal Assistant

Webpro (antit Website Design & Development Ltd); United States; Remote; USD 5,300 - 5,900; Full time

Job summary

WEBPRO is a UK-based web development and digital services company with an international team, including staff in India. We are seeking an exceptional Executive Personal Assistant to work directly with the Managing Director, handling a busy schedule and communications with discretion and reliability.

The role is full-time and remote from India, offering the opportunity to develop a deep understanding of the business, clients and projects while taking ownership of inbox management, calendar

Qualifications

• Excellent written and spoken English; professional with UK clients.
• Strong Microsoft Outlook, 365, Word and Excel skills.
• Exceptional organisational skills with attention to detail.
• Able to work independently with good judgement.
• Discretion and confidentiality when handling sensitive information.
• Experience supporting senior executives or Managing Directors.
• Willingness to learn and adapt to MD's working style.

Responsibilities

• Organise and maintain the Managing Director's Outlook inbox.
• Read, classify, and prioritise incoming emails.
• Draft responses and contact clients or suppliers when appropriate.
• Prepare daily summaries and manage task lists.
• Manage calendars, schedule meetings across time zones.
• Assist with both business and personal admin tasks.
• Take on additional admin duties as trust grows.

Skills

English Proficiency

Ownership Mindset

Attention to detail

Reliability

UK client communication

Time management

Tools

Microsoft Outlook

Microsoft 365

Word

Excel

Job description

Executive Personal Assistant to Managing Director (UK Company)

Company: WEBPRO

Location: Remote India

Employment Type: Full-Time

Salary: 5,00,000 5,50,000 per annum

Working Hours: Monday to Friday, 8 hours per day, with agreed overlap with UK business hours

Experience: 2-5 years preferred

About WEBPRO

WEBPRO is an established UK-based web development and digital services company with an international team, including employees and contractors in India.

We are looking for an exceptional, highly organised and trustworthy Executive Personal Assistant to work directly with our Managing Director.

This is not a traditional data-entry or basic administration position.

We are looking for someone who can become a trusted, long-term assistant, helping the Managing Director manage a busy professional and personal schedule, organise communications, maintain priorities and ensure that important matters are followed through.

The successful candidate will work closely with the Managing Director and gradually develop a detailed understanding of the business, its clients, projects, people and daily operations.

Key Responsibilities

Email and Inbox Management

• Take responsibility for organising and maintaining the Managing Director's Microsoft Outlook inbox.
• Read, understand, categorise and prioritise incoming correspondence.
• Identify which emails require the Managing Director's attention and which can be handled independently.
• Draft professional responses and, when authorised, reply directly to clients, suppliers and other contacts.
• Forward appropriate requests to relevant team members and ensure they are followed up.
• Maintain an accurate email filing system.
• Ensure important messages, commitments and outstanding matters are never overlooked.

Daily Organisation and Priorities

• Prepare a concise daily summary of important emails, decisions, meetings and outstanding actions.
• Maintain task lists, reminders and follow-up schedules.
• Monitor deadlines and chase outstanding responses.
• Help the Managing Director focus on the most important activities.
• Proactively identify matters requiring attention without waiting to be instructed.

Calendar and Meeting Management

• Manage Microsoft Outlook calendars.
• Arrange, confirm and reschedule meetings.
• Coordinate appointments across different time zones.
• Prepare meeting reminders and track actions arising from meetings.

Business and Personal Administration

• Assist with day-to-day business administration.
• Support client communication and internal coordination.
• Help organise documents, information and correspondence.
• Assist with personal administration, appointments, bookings and other organisational tasks.
• Undertake additional administrative responsibilities as trust and familiarity with the role develop.

Essential Skills and Qualities

We are particularly interested in candidates who demonstrate:

• Excellent written and spoken English, with the ability to communicate professionally with UK clients and contacts.
• Strong experience with Microsoft Outlook, Microsoft 365, Word and Excel.
• Exceptional organisational skills and attention to detail.
• Good judgement and the ability to distinguish urgent matters from routine correspondence.
• Initiative, common sense and the confidence to make appropriate decisions independently.
• The ability to understand the meaning and importance of correspondence rather than simply moving emails between folders.
• Absolute discretion and confidentiality when handling sensitive business and personal information.
• Reliability, consistency and a genuine sense of responsibility.
• The confidence to raise concerns, highlight overlooked matters and suggest improvements.
• A willingness to learn how the Managing Director works and adapt accordingly.

Previous experience supporting a senior executive, business owner or Managing Director would be advantageous.

What We Are Looking For

We are not looking for someone who simply follows instructions or completes assigned tasks.

We want someone who takes ownership.

For example, if an email arrives requesting assistance, we expect the successful candidate to consider:

• Does this require the Managing Director's involvement?
• Can I deal with this myself?
• Should this be passed to someone else?
• Does it require a response or follow-up?
• What needs to happen to ensure the matter is resolved?

The objective is to reduce the Managing Director's administrative workload, not create additional work.

What We Offer

• A permanent, full-time opportunity intended to be long term, subject to the agreed engagement arrangement.
• Direct working relationship with the Managing Director of an established UK company.
• Remote working from India.
• The opportunity to become a trusted and valued part of the business.
• A varied and interesting role involving business and personal administration.
• Opportunities to take on greater responsibility as experience and trust develop.

Recruitment Process

Shortlisted candidates will be invited to an interview and a practical assessment.

The assessment will involve reviewing a sample email inbox, identifying priorities, drafting responses and explaining how different situations should be handled.

We are looking for someone who wants to build a long-term working relationship and genuinely make a difference.