Executive Assistant & Personal Secretary to Founder

Location: Remote — Pakistan
Job Type: Full-time
Reports Directly To: Founder

Schedule

● Nine flexible working hours Monday through Friday, aligned with U.S. Eastern Time.

● Four scheduled working hours every Saturday.

● Reasonable availability outside scheduled hours for genuinely urgent matters.

● This will primarily be an evening/night position in Pakistan.

About the Company

We are a growing U.S.-based group of companies operating gas stations, convenience stores, petroleum marketing, real estate holdings and construction projects throughout Connecticut and Rhode Island.

About the Position

We are seeking an experienced Executive Assistant and Personal Secretary to serve as the founder’s trusted right hand.

The primary responsibility is to organize and manage the founder’s business and personal administrative life. The successful candidate must also be resourceful enough to independently complete special assignments involving research, cold calls, sourcing, freelancer recruitment, vendor identification, online purchasing and negotiations.

This is not a basic data-entry or call-center position. We need someone who anticipates needs, protects the founder’s time, remembers important matters and follows assignments through to completion without requiring constant supervision.

Executive and Personal Secretary Responsibilities

● Manage the founder’s calendar, appointments, reminders, meetings and daily priorities.

● Organize and prioritize incoming emails, telephone calls, messages and requests.

● Answer and return calls professionally.

● Draft and send routine emails and messages independently after training.

● Schedule personal and business appointments and reservations.

● Assist with online purchases, and remotely manageable errands.

● Coordinate family schedules, appointments and reminders when requested.

● Track bills, subscriptions, renewals, applications and routine forms.

● Prepare documents, summaries, letters, reports and meeting notes.

● Maintain confidential personal and business records.

● Provide a concise daily briefing covering appointments, deadlines and unresolved matters.

● Provide an end-of-day report showing completed, pending and escalated assignments.

● Maintain a master task list so that no instruction, commitment or deadline is forgotten.

Business Coordination and Follow-Up

● Coordinate with company managers, employees, accountants and administrative personnel.

● Follow up with staff on assignments, reports and deadlines.

● Communicate with vendors, contractors, brokers, attorneys, lenders and other professionals.

● Contact government departments, licensing authorities, utilities and service providers.

● Record important calls, commitments, quotations and follow-up dates.

● Handle routine communications independently while escalating important decisions to the founder.

● Continue following up until a matter is completed or a definite response is received.

Research, Sourcing and Special Projects

When the founder requests a product, service or professional, the assistant will be expected to research the need and return with qualified, verified options.

Responsibilities include:

● Find freelancers, developers, designers, engineers, consultants and other professionals.

● Search Upwork, Fiverr, LinkedIn, Google and relevant professional directories.

● Find wholesalers, manufacturers, distributors, contractors and service providers.

● Search Facebook Marketplace, Craigslist, OfferUp and similar platforms.

● Research Amazon, online retailers, vendor websites and wholesale platforms.

● Contact prospective tenants, local businesses, brands, business partners and property owners.

● Obtain pricing, availability, qualifications, references and work samples.

● Compare several options based on price, experience, reputation, specifications and total cost.

● Present organized recommendations instead of simply forwarding unreviewed links.

Cold Calling and Outreach

● Make professional outbound calls to U.S.-based businesses and professionals.

● Contact vendors and contractors for quotations and availability.

● Approach potential tenants, business partners and property or business owners.

● Contact and initially screen potential freelancers and job candidates.

● Send professional introductory and follow-up emails or messages.

● Maintain an outreach log containing contact details, responses, next steps and follow-up dates.

● Follow up persistently while rema…