Personal Assistant - In-Person

We are looking for a highly driven and creative Personal Assistant who is more than just a support role; you are a proactive, critical thinker acting as an extension of an executive. Your primary mission is to function as a "second brain," understanding the complexities of an executive's mindset and proactively streamlining processes and decision-making to enhance efficiency.

In this role, you will join a team of 2-3 Executive Assistants supporting a busy family with both personal and professional tasks. Your responsibilities will evolve and expand as you grow within the role.

Responsibilities

Personal Assistance

- Serve as a proxy for the executive, effectively managing communication and decision-making processes to ensure that their interests are represented with integrity.

- Maintain and manage the executive’s schedule, ensuring efficient time management and prioritization of tasks, balancing both personal and professional commitments.

- Handle confidential information with the utmost discretion, ensuring privacy and security in all communications and documentation.

Communication and Collaboration

- Ensure clear and constant communication of plans, thoughts, and actions to the executive team, maintaining transparency across all channels.

- Collaborate closely with other assistants and team members, fostering a unified approach to task and project management.

- Actively participate in team meetings, providing valuable ideas and feedback aimed at enhancing team performance and achieving collective goals.

Requirements

Technical Skills

- Minimum of 3 years’ experience in an assistant role or a related field, with a proven track record of managing executive schedules and tasks.

- Proficiency in office management software such as Microsoft Office Suite and Google Workspace.

- Familiarity with project management tools and collaboration platforms like Notion, Asana, and Slack.

Soft Skills

- Exceptional communication skills, both verbal and written, tailored to effectively match the nuances of various stakeholders.

- Strong organizational and time-management skills, capable of managing multiple priorities simultaneously.

- Critical thinking and decision-making abilities under pressure, maintaining professionalism and poise.

Mentality

- Adopt a "second-brain" approach, constantly anticipating the needs of the executive and taking initiative to address issues before they arise.

- Comfortable with a high degree of autonomy and empowered to make substantial decisions.

- An exemplary communicator who thrives in a remote working environment, understanding the critical importance of transparency and constant communication in such settings.

What We Value Most

- Availability: Quick response times (within 10 minutes) during working hours.

- Accuracy: Consistently providing realistic estimates on task durations and meeting deadlines.

- Speed: Efficiently executing tasks without compromising on quality.

- Autonomy: Capable of working independently and being resourcefully proactive in problem-solving.