Full-Time Executive & Family Assistant for Golf Business Owner

We are looking for a full-time Family Executive Assistant to help with business, personal, and family-related tasks.

This is not a basic VA role.

We are looking for someone highly organized, proactive, detail-oriented, trustworthy, and comfortable using AI to improve how they work.

I run a golf coaching business based in the United States, and my family also spends time between the United States and Australia. This role will support both business operations and family logistics.

The right person will help take tasks off my plate, keep things organized, follow up on details, and make sure nothing falls through the cracks.

About the Role

This role includes a mix of:

* Executive assistant work
* Family assistant work
* Personal admin
* Business admin
* Travel planning
* Research
* Scheduling
* Follow-up
* Documentation
* AI-enabled systems and organization

We need someone who can take messy information and turn it into something clear, organized, and useful.

Business Support

You may help with:

* Managing email inboxes
* Prioritizing important messages
* Drafting replies using clear instructions and templates
* Responding to basic customer inquiries
* Organizing leads, clients, and follow-ups
* Updating Google Sheets, documents, and internal trackers
* Scheduling calls, lessons, meetings, and reminders
* Creating SOPs, checklists, and process documents
* Following up with contractors, tea ---------- mbers, students, and vendors
* Organizing files, links, documents, and business resources
* Helping with basic business research
* Supporting tools like Gmail, Google Calendar, Google Sheets, HubSpot, Kajabi, Circle, CoachNow, Stripe, or similar platforms

Family & Personal Support

You may help with:

* Organizing family travel between the United States, Australia, and other locations
* Researching flights, hotels, transportation, visa requirements, and travel options
* Building clear travel itineraries
* Comparing travel options in simple summaries
* Tracking important family dates, appointments, bookings, and reminders
* Helping organize personal documents and family schedules
* Researching services, products, appointments, or vendors
* Helping keep household and family admin organized
* Making sure logistics are handled before they become stressful

AI-Enabled Operations

This is very important.

We are looking for someone who actively uses AI to improve how they work.

This does not mean simply using ChatGPT to write emails.

We want someone who can use AI to:

* Organize messy information
* Summarize emails, documents, and conversations
* Create checklists and SOPs
* Research and compare options
* Build repeatable workflows
* Improve follow-up
* Reduce mistakes
* Save time
* Turn repeated tasks into better systems

The right person should be able to look at a task and think:

* How can this be done faster next time?
* How can this become a checklist or SOP?
* How can AI help organize the information?
* How can AI help reduce missed details?
* How can this become less dependent on me?

You do not need to be a developer.

But you do need to be resourceful, curious, and comfortable using AI as a serious productivity tool, not just a writing assistant.

Good Examples of AI Use

Good examples would include:

* Turning a messy email thread into a clear action list
* Summarizing travel options into a comparison table
* Creating an SOP from a repeated task
* Building a checklist for future use
* Organizing meeting notes into next steps
* Creating a follow-up tracker
* Researching options and presenting the best choices clearly
* Finding a way to make a repeated admin process faster next time

Bad examples would be:

* “I use ChatGPT to write emails”
* “I ask AI for ideas”
* “I copy and paste things into ChatGPT”

That is not enough for this role.

Requirements

You must be:

* Excellent in written English
* Highly organized
* Detail-oriented
* Reliable
* Proactive
* Trustworthy with private information
* Good at following instructions
* Good at asking smart questions when something is unclear
* Comfortable working independently
* Comfortable doing research
* Comfortable using AI tools to improve your work
* Comfortable with both business and family/personal tasks
* Comfortable with Google Docs, Google Sheets, Gmail, Google Calendar, and common online tools

Work Schedule

This is a full-time role.

You must be available to work the schedule we set for the role.

Some overlap with US Central Time is required. The schedule may change depending on business and family needs.

Please do not apply if you are only looking for flexible hours or if you cannot work during the required schedule.

Pay

Please include your expected monthly salary in USD.

We are looking for the right long-term person, so there is room to grow in responsibility over time.

Who This Is For

This role is for someone who enjoys bringing order to chaos.

You should like organizing details, creating systems, checking things off, following up, and helping busy people stay on track.

You should be comfortable handling both business tasks and family logistics.

You should not need every single step explained forever. We will provide direction and training, but over time, we want someone who can take ownership and improve how things are done.

Who This Is Not For

This is not a good fit if:

* You only want basic task work
* You wait for every single instruction
* You are not comfortable using AI
* You only use AI for writing basic emails
* You dislike organizing details
* You struggle with follow-up
* You miss deadlines
* You are uncomfortable handling both business and personal tasks
* You do not like building checklists, systems, or repeatable processes

How to Apply

Use this exact subject line when applying:

SYSTEMS

Applications that do not include SYSTEMS in the subject line will not be reviewed.

In your application, answer these questions:

1. Why do you think you are a good fit for this role?
2. What experience do you have as a VA, executive assistant, personal assistant, family assistant, or admin assistant?
3. Have you helped with travel planning before? Give a specific example.
4. What AI tools have you used before?
5. Give a specific example of how you have used AI to improve a workflow, organize information, automate part of a task, or make a repeated process easier. Do not only describe using AI to write emails.
6. What tools have you used before? For example: Gmail, Google Calendar, Google Sheets, HubSpot, Kajabi, Stripe, ClickUp, Notion, etc.
7. What is your expected monthly salary in USD?
8. Are you looking for a long-term full-time role?

Final Note

We are looking for someone who can become a valuable long-term part of our team.

The right person will help us stay organized, save time, reduce stress, improve follow-up, and create better systems across both business and family logistics.

If you are reliable, proactive, detail-oriented, and serious about using AI to work smarter, we would love to hear from you.