Personal Assistant

About the role

The Personal Assistant supports the Director by managing priorities, information, logistics, follow-through, and day-to-day operations across both professional and personal domains. This role combines executive support, personal administration, household coordination, and operational organization. The successful candidate enjoys creating order from complexity and takes satisfaction in helping other people succeed.

Key responsibilities

• Manage a complex and constantly changing calendar across projects, travel, media, speaking engagements, clients, family commitments, and personal appointments

• Ensure the Director is properly prepared for meetings, presentations, interviews, client discussions, site visits, and events by gathering background information, preparing briefing notes, and assembling relevant materials

• Track action items and follow up on commitments after meetings to ensure decisions and commitments are not lost

• Maintain visibility of all major personal and professional tasks through a central task management system, tracking deadlines and escalating delays or risks

• Coordinate personal logistics and administration

• Coordinate the smooth functioning of the household including communication with household staff, maintenance coordination, and household supplies management

• Manage domestic and international travel logistics including flights, accommodation, ground transportation, visas, travel insurance, and travel documentation

• Create and maintain organized systems for important information including personal, health, business, and household records

• Develop and maintain standard operating procedures and checklists for recurring activities such as travel, guest visits, photoshoots, and speaking engagements

• Support professional and personal relationships by tracking important birthdays and anniversaries, coordinating gifts, and maintaining contact information

About you

• Minimum 3 years of experience as a Personal Assistant, Executive Assistant, or similar role

• Highly organized with strong attention to detail and the ability to manage multiple priorities

• Proactive, resourceful, and able to work independently with minimal supervision

• Strong problem-solving skills and good judgment

• Excellent communication skills and high emotional intelligence

• Trustworthy, discreet, and able to work with different personalities

• Adaptable and comfortable handling business, personal, travel, and household matters

• Proficient in Google Workspace, AI tools and any project management tools

• Fluent in written and spoken English