Job Description

Job Summary: The role requires a highly organized, proactive professional who can manage scheduling, travel, correspondence, and confidential tasks to ensure smooth day-to-day operations. This position involves both business and personal assistance, supporting high-level executives with time management, communication, and operational efficiency. Ideal candidates will have experience working remotely in an executive support role, handling multiple priorities, international scheduling, and complex administrative tasks with discretion and professionalism. This role ensures the executives business and personal affairs run smoothly by managing scheduling, travel logistics, administrative tasks, research, and personal coordination. The ideal candidate is highly organized, proactive, and detail-oriented, with strong problem-solving skills and discretion. They must be comfortable handling both professional and personal responsibilities, working remotely. Key Responsibilities Executive Support & Administrative Coordination Manage the executives work and personal calendar, scheduling meetings, travel, and personal engagements. Maintain meeting agendas, action items, and follow-ups to support the executives priorities. Draft and manage professional and personal correspondence. Monitor and prioritize emails and requests, ensuring efficient workflow. Set up and manage out-of-office communications when required. Organize and maintain both work-related and personal documents, ensuring easy access and confidentiality. Develop and manage a digital filing system for key documents (contracts, receipts, important records). Assist in preparing presentations, reports, or research for meetings. Meeting Preparation & Follow-Ups Ensure the executive is prepared for meetings by providing agendas, background information, and briefing notes. Record key takeaways and action items from meetings and track follow-ups. Act as a liaison between departments, helping to coordinate internal communications. Travel & Event Management Research, book, and manage all travel arrangements, including flights, accommodations, and transportation for both business and personal trips. Schedule flights, ensure timely check-ins, and create detailed travel itineraries. Secure visas and other travel documentation as needed. Coordinate participation in trade shows and industry events, securing passes, vendor locations, and schedules. Organize logistics for personal and professional events, including restaurant reservations, venue bookings, and entertainment arrangements. Personal Assistance & Lifestyle Management Oversee and coordinate household service providers (e.g., cleaning, maintenance, deliveries). Research and manage subscriptions, memberships, and personal accounts as needed. Ensure the executive has the most suitable phone plan and communication tools for both business and personal use. Organize and execute personal errands, such as gift purchasing and event planning. Help manage appointments, reservations, and errands related to healthcare, personal shopping, or major purchases. Coordinate personal projects, such as moving logistics, holiday planning, or major life events. Maintain and update a contacts list of key personal and business relationships. Confidentiality & Trust Management Handle sensitive personal and business information with complete confidentiality. Act as the executives gatekeeper, screening calls, emails, and meeting requests. Ensure seamless communication between the executive and internal/external stakeholders. Operational & Task Management Maintain records, expense reports, and documentation for both business and personal matters. Manage personal and work-related calendar events, ensuring all details are accounted for. Support additional ad hoc projects, both business-related and personal, as needed. QUALIFICATIONS: Bachelors degree in Business Administration, Management, Communications, or a related field. 2 years of experience as an Executive Assistant or Personal Assistant supporting North American executives. Exceptional organizational and multitasking skills the ability to prioritize competing tasks. Excellent written and verbal communication skills capable of drafting clear, professional correspondence. Strong gatekeeper skills able to filter, prioritize, and manage the executives time efficiently. Proactive problem-solver anticipates needs before they arise. Tech-savvy Proficiency in office, Notion, scheduling platforms, and remote collaboration tools. Using AI tools in the current environment Desirable Skills Excellent communication skills. Ability to learn quickly and adapt Experience supporting Senior Leadership. Familiarity with corporate travel booking. Ability to work independently and handle multiple tasks with minimal supervision.