Executive Assistant/Personal Assistant - 21534

Executive Assistant / Personal Assistant
About the Company
Our client is a high-growth executive leadership organization operating across multiple fast-paced business ventures and strategic initiatives. Driven by operational excellence, high performance, and rapid decision-making, the leadership team manages diverse commercial investments, executive projects, and high-level stakeholder partnerships.
To maximize executive leverage and streamline daily operations, the company is seeking an exceptionally organized Executive Assistant / Personal Assistant to provide comprehensive high-level administrative, operational, and personal support to company leadership.
Role Overview
We are seeking a proactive, highly adaptable Executive Assistant / Personal Assistant to serve as the primary operational partner and right-hand support to the executive.
In this role, you will take complete ownership over balancing complex business administration with personal life logistics. You will manage high-density executive calendars, triage email communications, coordinate international and domestic travel, oversee vendor relationships, track cross-functional project deliverables, and handle personal lifestyle management tasks. This position requires someone who thrives in a fast-paced environment, anticipates executive needs before they arise, and handles sensitive, confidential information with complete discretion.
The ideal candidate is a polished, detail-obsessed administrative professional with 2–5 years of dedicated experience supporting C-suite executives, business owners, or high-net-worth individuals, possessing exceptional written communication and problem-solving skills.
Key Responsibilities
Executive Calendar & Communication Management

• Take complete ownership of the executive's master calendar—scheduling, confirming, and protecting appointment blocks across global time zones.
• Resolve calendar conflicts proactively, ensuring appropriate buffer times, meeting prep windows, and travel logistics are accounted for.
• Manage executive inbox triage—monitoring incoming messages, prioritizing urgent requests, drafting routine correspondence, and organizing action threads.
• Prepare, format, and polish executive presentation decks, meeting agendas, memos, and client-facing documents prior to key briefings.
• Serve as a professional gatekeeper and liaison between internal department leads, external partners, clients, and vendors.

Executive Travel & Event Logistics

• Plan, book, and coordinate seamless complex travel itineraries (flights, private ground transport, luxury accommodations, dining reservations, and visa requirements).
• Build detailed, step-by-step travel playbooks and digital itineraries accessible across mobile devices.
• Manage logistics for executive board meetings, team retreats, dinners, and special corporate events.
• Provide real-time travel troubleshooting and schedule adjustments during transit.

Personal Life Administration & Lifestyle Operations

• Oversee personal errands, online shopping, return logistics, gift sourcing, and special event bookings for the executive and family.
• Coordinate property maintenance, household vendor services, contractors, and recurring utility/maintenance schedules.
• Track personal renewal dates, memberships, insurance policies, vehicle maintenance, and family appointments.
• Assist with personal expense tracking, receipt collation, invoice reconciliation, and basic budgeting documentation.

Project Coordination & AI Workflow Optimization

• Track open action items, project deadlines, and deliverable commitments across active business ventures and executive initiatives.
• Utilize modern AI productivity platforms (such as Claude or ChatGPT) to draft communications, summarize lengthy reports, research vendors, and streamline administrative tasks.
• Maintain organized digital file structures, cloud storage libraries, and standardized operating procedures (SOPs).
• Author concise meeting summaries, capture key decision points, and follow up with responsible team members to ensure execution.

Required Qualifications

• 2–5 years of professional experience as an Executive Assistant, Personal Assistant, or High-Level Virtual Assistant supporting senior executives, founders, or business owners.
• Exceptional written and verbal English communication skills with high professional poise, emotional intelligence, and discretion.
• Meticulous attention to detail with an obsessive focus on calendar accuracy, document formatting, and follow-through.
• High proficiency with modern scheduling and document platforms (Google Workspace, Microsoft Outlook, Office Suite).
• Demonstrated experience coordinating complex domestic/international travel itineraries and personal concierge logistics.
• Proven ability to handle highly confidential, sensitive business and personal information with complete integrity.
• High level of resourcefulness and composure when managing last-minute schedule changes or unexpected operational issues.
• Self-motivated and independent, with a proactive "get things done" attitude.
• Reliable high-speed internet connection, secure personal workstation, and a dedicated remote workspace.
• Availability to work full-time business hours with flexibility for occasional off-hours executive travel or schedule adjustments.

Preferred Qualifications

• Previous experience supporting founders or entrepreneurs in a fast-paced startup, venture, or multi-business environment.
• Practical experience using AI productivity tools (Claude, ChatGPT) for research, drafting, and workflow automation.
• Experience utilizing modern project management and CRM tools (e.g., Asana, Notion, ClickUp, Slack).
• Familiarity with lifestyle concierge management, luxury travel booking, and private vendor coordination.

Technology & Tools
Candidates should be proficient with or capable of quickly mastering:

• Email & Calendar Platforms (Google Workspace / Microsoft Outlook)
• AI Productivity Tools (Claude, ChatGPT)
• Travel & Expense Booking Systems
• Project Management Platforms (Notion, Asana, ClickUp)
• Task & Communication Software (Slack, Zoom, WhatsApp)
• Cloud Document Management (Google Drive, Dropbox)

Role Details

• Job Title: Executive Assistant / Personal Assistant
• Experience: 2–5 years
• Employment Type: Full-Time
• Schedule: Monday–Friday
• Hours: Full-Time Business Hours (with flexibility for travel/urgent coverage)
• Work Arrangement: Fully Remote
• Primary Focus: Executive calendar administration, inbox triage, complex travel booking, personal lifestyle management, vendor oversight, and project tracking

What This Role Offers

• Direct partnership with executive leadership, serving as a core operational multiplier for the organization.
• High-variety role combining strategic executive administration with personal concierge support.
• Modern tech-forward workflow environment utilizing AI platforms and streamlined digital management systems.
• A stable full-time position with consistent business hours and clear operational responsibility.

Ideal Candidate Profile
The ideal candidate is an intuitive, highly organized partner who takes immense pride in giving an executive back their most valuable asset: time.
They are three steps ahead at all times—anticipating scheduling conflicts, double-checking travel details, organizing household services, and ensuring that every meeting has an agenda and background notes ready to go. They handle personal and professional tasks with equal care, communicate with warmth and authority, and leverage tools like Claude and modern software to keep complex operations running without a hitch.
Most importantly, they bring steady reliability, total discretion, and a calm, solutions-focused energy to every project they touch.
Success Metrics
Success in this role will be measured by:

• Flawless execution and zero-conflict management of the executive's master business and personal calendars.
• Accuracy, detail, and smooth execution of travel itineraries and accommodation bookings.
• Speed and organization of executive inbox triage and communication drafts.
• Timely completion and quality coordination of personal administrative tasks and vendor management.
• Effective leverage of AI tools (like Claude) to optimize daily research, drafting, and administrative output.
• Overall operational leverage provided to executive leadership, enabling seamless daily execution across business ventures.