Executive Assistant & Personal Secretary to Founder

This full-time, remote Executive Assistant and Personal Secretary position provides dedicated support to the founder of a growing U.S.-based group of companies operating in gas stations, convenience stores, petroleum marketing, real estate, and construction across Connecticut and Rhode Island. The role demands managing both business and personal administrative tasks with a high degree of autonomy, resourcefulness, and discretion. The work schedule follows U.S. Eastern Time, primarily during evening and night hours in Pakistan, with flexible hours Monday through Friday and four hours on Saturdays. This dynamic position requires proactive prioritization, consistent follow-through, and occasional urgent availability outside regular hours.

Key Responsibilities

Manage the founder’s calendar, appointments, reminders, meetings, and daily priorities efficiently. Organize and prioritize incoming emails, calls, messages, and requests, responding professionally and promptly. Independently draft and send routine communications after initial training. Schedule personal and business appointments, reservations, and assist with online purchases and remote errands. Coordinate family schedules and reminders as needed.

Track bills, subscriptions, renewals, applications, and routine forms diligently. Prepare documents, summaries, letters, reports, and meeting notes while maintaining strict confidentiality of records. Provide concise daily briefings and end-of-day reports outlining completed, pending, and escalated tasks. Maintain a master task list to ensure no commitments or deadlines are missed.

Coordinate effectively with company managers, staff, accountants, vendors, contractors, attorneys, lenders, and government departments. Persistently follow up on assignments, reports, deadlines, and communications until resolution. Conduct research and source freelancers, professionals, vendors, wholesalers, and service providers through platforms such as Upwork, Fiverr, LinkedIn, and marketplace sites.

Make professional outbound calls to obtain quotations, check availability, and conduct initial screenings of candidates and partners. Negotiate pricing, payment terms, delivery schedules, and discounts; prepare orders within spending limits and track shipments. Handle returns, exchanges, refunds, and maintain organized purchasing records. Exercise sound judgment and discretion in all communications and decisions, escalating important matters to the founder when necessary.

Required Qualifications

A minimum of three years’ experience supporting a founder, CEO, or senior executive is essential. Excellent spoken and written English skills with confidence in phone communication with U.S. businesses are required. Strong organizational, time-management, and follow-up abilities are critical. Proven skills in research, sourcing, negotiation, and cold calling are necessary.

The candidate must be able to work independently, manage multiple assignments simultaneously, and exercise mature judgment. Proficiency with Google Workspace, Microsoft Office, and online research tools is expected. Familiarity with LinkedIn, Facebook Marketplace, freelancer platforms, and online retailers is important. Responsible use of AI tools for research and productivity is encouraged.

A reliable computer setup with high-speed internet, backup internet, and backup electricity is mandatory, along with a quiet, professional remote workspace. Availability to work U.S. Eastern-aligned hours without conflicting employment is required.

Preferred Qualifications and Benefits

Experience supporting U.S.-based executives or companies is highly desirable. Backgrounds in executive support, operations, procurement, recruiting, account management, or business development are advantageous. Experience managing multiple companies, properties, or locations is a plus.

Skills in freelancer sourcing, screening, and purchase negotiations are preferred. Familiarity with retail, petroleum, real estate, or construction industries will be beneficial. Residence in the Islamabad/Rawalpindi area is preferred but not required.

Compensation ranges from PKR 200,000 to 300,000 per month, based on experience and capability. The role includes an initial 90-day probation period with performance-based incentives and review. There is strong long-term growth potential toward Senior Executive Assistant or Executive Office Manager positions.

This role is unsuitable for candidates who require constant supervision, are uncomfortable with phone communication, lack persistence in follow-up, prefer only basic clerical work, cannot reliably work U.S. Eastern hours, or lack stable internet and power backup.