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Job Title: Executive Assistant to CEO/Director (Fully Remote)
Location: Remote – India-based candidates only
Hours of Work: Full-time, UK working hours
Salary: ₹30,000 – ₹40,000 per month, depending on skills and experience
Company Overview:
Elegant Systems is a well-established UK-based IT Services Provider based in Swindon, UK, delivering IT support, cloud, cybersecurity, software, and digital transformation solutions to clients across different industries. We are a growing, fast-moving business with operations in the UK and India, supporting clients, internal projects, and multiple business ventures.
We are looking for a highly organised, reliable, proactive, and technically confident Executive Assistant / Personal Assistant to support the CEO/Director directly. This is not a basic admin role. The right person will become the CEO’s right-hand support, helping manage meetings, reminders, follow-ups, client communication, internal coordination, service desk updates, CRM updates, lead generation, and selected personal tasks.
Position Overview:
We are seeking a dynamic, detail-orientated, and dependable Executive Assistant / Personal Assistant who can work remotely from India while supporting the CEO/Director during UK working hours.
The role requires someone who can deliver executive support, diary management, task management, client communication, basic sales/admin support, service desk coordination, CRM updates, lead generation, and some personal assistance tasks such as booking travel, restaurants, appointments, and important personal reminders.
Key Responsibilities:
Confidentiality:
· Act as the trusted right-hand person to the CEO/Director, supporting both business and selected personal administrative matters.
· Handle confidential business and personal information with complete discretion, maturity, and professionalism.
· Act as a first point of contact for selected emails, phone calls, WhatsApp messages, client queries, supplier communication, and internal follow-ups.
· Provide comprehensive and fully confidential clerical, administrative, and personal assistance support to the CEO/Director.
· Maintain confidentiality when dealing with business plans, client details, financial information, staff matters, and personal commitments.
Managing Director/CEO:
· Manage the CEO/Director’s diary, meetings, reminders, appointments, and daily priorities.
· Provide structured morning reminders, meeting alerts, and task follow-ups to ensure the CEO/Director stays on track throughout the day. This includes proactively calling or messaging the CEO/Director ahead of early morning meetings to ensure on-time attendance — this is a critical and non-negotiable part of the role.
· Remind the CEO/Director of important meetings, deadlines, calls, tasks, and personal commitments in advance, with sufficient notice to prepare and attend on time.
· Follow up proactively with the CEO/Director for pending information, decisions, approvals, and updates.
· Organise meetings across Google Meet, Zoom, Microsoft Teams, and other platforms.
· Prepare the CEO/Director before meetings by sharing agendas, notes, reminders, links, documents, and key actions.
· Manage personal administrative tasks such as restaurant bookings, travel planning, flight bookings, hotel bookings, anniversaries, birthdays, appointments, and other important reminders.
· Help maintain a clear task list using Microsoft Planner, Microsoft To Do, Jira, CRM, or other internal systems.
· Chase team members, suppliers, clients, and partners for updates and make sure tasks are not forgotten.
Information Technology:
· Use Google Meet, Zoom, Microsoft Teams, AnyDesk, Outlook, Microsoft Planner, Microsoft To Do, Jira, Google Drive, SharePoint, OneDrive, CRM systems, and service desk tools independently.
· Manage and update CRM records, client notes, leads, follow-ups, and sales pipeline information.
· Pick up inbound support and business calls, collect client information, raise and update tickets, triage the query, and pass it to the correct team member without delay. Missing or ignoring calls is not acceptable.
· Coordinate with the technical team, development team, service desk team, SEO team, and social media team for updates and task progress.
· Prepare reports, summaries, meeting notes, presentations, briefs, and internal documents where required.
· Conduct web research, competitor research, market research, and business research when required.
· Support LinkedIn activity, lead research, prospect list building, and basic outreach preparation.
· Support lead generation through LinkedIn, Google, directories, company websites, and other online sources.
Client Communication, Calling and Lead Generation:
· Make professional outbound cold calls and follow-up calls for lead generation, prospect engagement, appointment setting, and client communication. This includes calling businesses directly from provided lists, introducing the company’s services, and booking meetings or demos for the CEO/Director or sales team.
· Manage social media channels for company and CEO (FB/LinkedIn etc.)
· Maintain prospect lists using LinkedIn, Google, business directories, and other approved sources.
· Support the sales process by updating leads, preparing follow-up reminders, and tracking communication history.
· Help book meetings, demos, and follow-up calls for the CEO/Director or sales team.
Accounting and Finance:
· Process and organise billing information, expense details, mileage claims, receipts, invoices, and finance-related documents for submission to the accounts team.
· Track sales enquiries, client follow-ups, and finance-related email communication on behalf of the CEO/Director.
· Maintain basic records of payments, renewals, subscriptions, supplier details, and client billing follow-ups where required.
Miscellaneous:
· Book and arrange travel, transport, accommodation, restaurants, appointments, and personal commitments where required.
· Implement and maintain administrative procedures, checklists, reminders, and internal systems.
· Support day-to-day business coordination across multiple projects and business areas.
· Handle other reasonable administrative, executive support, client support, and personal assistance tasks as required.
Qualifications:
o Minimum 5+ years of experience as a Personal Assistant, Executive Assistant, Virtual Assistant, Office Administrator, or similar support role for senior leadership.
o Excellent spoken and written English communication skills.
o Strong organisational skills and ability to manage multiple tasks, priorities, reminders, and deadlines.
o Must be proactive and able to take initiative without waiting to be told every small step.
o Must be disciplined, reliable, responsive, and comfortable working remotely with minimal supervision.
o Strong attention to detail and experience with LinkedIn, lead generation, CRM updates, service desk tools, content writing, and business research will be an advantage.
o Comfortable making calls, speaking to clients, handling queries, and following up professionally.
o Ability to work independently and collaboratively with a geographically dispersed team.
o Tact, diplomacy, discretion, and trustworthiness are essential.
o Ability to chase people professionally and get things done without being rude or passive.
Technical Requirements:
· Must have their own good-quality laptop or desktop.
· Minimum system requirement: Intel Core i5 (8th to 10th generation or above), 8GB RAM minimum. Older or underpowered devices will not be accepted.
· A stable broadband internet connection is mandatory.
· Mobile hotspot is not acceptable as the primary internet connection.
· Must have a quiet working environment suitable for calls, meetings, and confidential work.
· Must be comfortable working full-time during UK working hours.
· Flexible working hours may be considered at a later stage once the role is fully understood, performance is consistent, and the workload is being managed independently without prompting. This is earned, not automatic.
Join Our Team:
If you are a highly organised, technically confident, proactive, and trustworthy Executive Assistant / Personal Assistant who enjoys supporting senior leadership and keeping things moving, we would like to hear from you.
This is a strong opportunity for someone who wants a long-term remote role with a growing UK-based IT services business. The right person will play an important role in helping the CEO/Director stay organised, responsive, and focused while supporting business operations across admin, client communication, service desk, CRM, lead generation, and internal coordination.
Benefits:
- Fully remote work setup from India.
- Full-time role working UK hours.
- Monthly salary of ₹30,000 – ₹40,000 depending on skill and experience.
- Long-term opportunity with a growing UK-based business.
- Direct working relationship with the CEO/Director.
- Supportive and collaborative work culture.
- Flexible working arrangements may be considered once the role is fully understood and workload is being managed properly.
How to Apply:
If you meet the qualifications and are excited about the opportunity to join our team as a Remote Executive Assistant / Personal Assistant to the CEO/Director, please submit your CV to hr@esspl.co.uk
- Note: We are an equal opportunity employer and value diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
