Personal Assistant

Job Description

Job Description

Position Summary

We are seeking an exceptionally motivated, reliable, and technologically proficient Personal Assistant (PA) to provide comprehensive administrative, organizational, and personal support. The ideal candidate is a proactive self-starter who operates with a "no task is too small or too large" mentality, is willing to consistently go the extra mile, and thrives in a fast-paced environment. This role requires impeccable judgment, discretion, and the ability to manage complex schedules and projects with minimal supervision.

Key Responsibilities

1. Advanced Administrative & Executive Support

• Complex Calendar Management: Proactively manage and optimize a demanding professional and personal calendar, including scheduling, coordinating across multiple time zones, and identifying potential conflicts before they arise.

• Communication Hub: Manage a high volume of email correspondence, filtering, prioritizing, and drafting professional responses on behalf of the principal. Answer and screen calls with professionalism and discretion.

• Document Management: Organize, maintain, and manage physical and digital files, contracts, and confidential documents using secure cloud-based systems.

• Project Coordination: Track and manage professional and personal projects, ensuring deadlines are met and coordinating communication between internal and external parties.

2. Technology & System Management

• Tech-Savvy Operations: Act as the primary point person for managing and troubleshooting all professional and personal technology, including computers (Mac/PC), smartphones, smart home devices, and specialized software.

• Software Proficiency: Maintain expert-level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with CRM, project management tools (e.g., Asana, Trello), and expense tracking software is highly desirable.

• Process Improvement: Identify and implement new technologies or systems to improve efficiency, streamline workflows, and enhance security.

3. Travel & Logistics Coordination

• Detailed Travel Planning: Handle all aspects of domestic and international travel, including booking complex flights, accommodation, ground transportation, and creating detailed, comprehensive itineraries.

• Expense Management: Meticulously track, reconcile, and submit detailed expense reports and budgets using accounting software.

• Event Planning: Coordinate and manage logistics for meetings, special events, and personal functions, from vendor negotiation to on-site execution.

4. Personal & Household Management (As Needed)

• Managing household staff, vendor relations, and scheduling maintenance appointments.

• Running errands, personal shopping, and coordinating appointments.

• Handling confidential financial and personal matters with the highest level of integrity.

Qualifications & Skills

Required

• Experience: Minimum of 3 years of experience supporting an executive, entrepreneur, or high-profile individual.

• Dedication: Proven track record of reliability and a demonstrable commitment to working extended hours or being on-call when necessary to meet the demands of the role.

• Management Skills: Exceptional organizational and multitasking skills with an impeccable attention to detail and a methodical approach to problem-solving.

• Discretion: Unwavering professional judgment and ability to handle highly sensitive, confidential information.

• Communication: Outstanding written and verbal communication skills.

Preferred

• Bachelor’s degree preferred.

• Fluency in multiple languages is a plus.

• Experience with investments, Shopping, Scheduling etc is an advantage.

Why Join Us?

This is a demanding yet highly rewarding position for an individual who seeks to be an indispensable part of a dynamic operation. You will be given significant autonomy and trust, with direct visibility into high-level professional and personal affairs. We offer a competitive salary commensurate with experience, a comprehensive benefits package, and opportunities for professional growth.

To Apply: Please submit your resume and a cover letter detailing your experience managing complex schedules and demonstrating an instance where you went above and beyond for a past employer or principal.

Do you want to focus this PA role more on the professional side (business-focused) or the personal side (household and lifestyle management)?