Executive Assistant (Professional & Personal)

Remote Executive / Personal Assistant

Location:Remote, open to candidates based in the Philippines, Latin America, or South Africa.

Working Hours:Full-time preferred. Must have daily overlap with Pacific Time business hours.

Contract Type:Independent Contractor.

About the Client

The client is a San Francisco-based professional working in the tech startup ecosystem. He works with and advises multiple startups, which creates a busy schedule with several professional and personal priorities to manage. The role will support both business and personal organization, helping the client stay focused on higher-value work by taking ownership of recurring administrative, scheduling, research, and coordination tasks.

Role Overview

We are seeking a highly organized, proactive, and resourceful Executive / Personal Assistant to help manage scheduling, reminders, personal tasks, research, purchasing inquiries, vendor coordination, and general life administration.

This is a support-heavy role designed to reduce the client’s mental load and help him avoid spending time on lower-priority decisions. The ideal candidate is detail-oriented, analytical, comfortable asking clarifying questions, and able to research options, compare alternatives, and present clear recommendations.

This person should be comfortable handling both professional and personal tasks, including calendar coordination, apartment-related logistics, vendor/service inquiries, purchasing research, reminders, and follow-up management.

Key Responsibilities
* Manage scheduling and calendar coordination, especially for meetings, appointments, apartment tours, services, and other time-sensitive commitments.
* Provide daily reminders and follow-ups to ensure tasks, emails, inquiries, and personal to-dos are not missed.
* Help organize and prioritize the client’s reminders, task lists, and pending action items.
* Research products, vendors, services, and solutions based on specific requirements.
* Compare options and present clear recommendations with reasoning, pricing, availability, and next steps.
* Coordinate with service providers, vendors, apartment leasing offices, organizers, cleaners, movers, or similar contacts as needed.
* Handle basic email or message coordination related to services, vendors, scheduling, and logistics.
* Assist with purchasing inquiries and product research, including finding specific items that meet the client’s preferences.
* Support personal administration tasks such as apartment search coordination, home organization support, and appointment planning.
* Ask thoughtful clarifying questions before making assumptions, especially during the initial onboarding period.
* Create structure around the client’s personal and professional tasks so priorities are easier to manage.
* Proactively flag pending responses, overdue items, or tasks that require the client’s attention.

Requirements
* Previous experience as an Executive Assistant, Personal Assistant, Virtual Assistant, Administrative Assistant, or similar role.
* Strong English communication skills, both written and verbal.
* Excellent organization and task management skills.
* Strong research skills with the ability to compare options and summarize findings clearly.
* Comfortable supporting both professional and personal tasks.
* Experience managing calendars, scheduling meetings, appointments, and service coordination.
* Ability to work independently and proactively in a remote environment.
* Strong attention to detail and follow-through.
* Comfortable asking clarifying questions rather than making assumptions.
* Ability to manage open-ended tasks and turn them into clear action steps.
* Comfortable with Pacific Time overlap.
* Tech-savvy and comfortable using tools such as Google Calendar, Gmail, Google Docs/Sheets, task management apps, and online research platforms.

Nice-to-Haves
* Experience supporting founders, startup professionals, executives, consultants, or busy entrepreneurs.
* Experience with personal life management, household coordination, apartment search support, vendor research, or concierge-style support.
* Experience working with clients based in the United States.
* Strong ability to create simple comparison tables, recommendation summaries, and organized task trackers.

Ideal Candidate Profile

The ideal candidate is someone who enjoys bringing order to a busy person’s life. They should be resourceful, structured, analytical, and comfortable managing a mix of personal and professional tasks. They do not need to be a senior chief-of-staff type profile, but they should be thoughtful, reliable, proactive, and able to take ownership of small but important details.

This person should be able to receive a task like “find someone to organize my apartment” or “find a storage solution like this but with slide-out drawers” and come back with researched options, pros and cons, pricing, availability, and a recommended next step.