Personal assistant

Personal Assistant / Executive Assistant

Remote Position | Flexible Hours | US Time Zone Availability Required

We are looking for an exceptionally organised, proactive and professional Personal Assistant to help manage a busy combination of personal, business and property-related responsibilities.

This is a varied role covering administration, scheduling, property management, travel arrangements, supplier coordination and general day-to-day organisation.

The ideal candidate is someone who is naturally extremely organised, communicates clearly, takes initiative and genuinely enjoys making someone else’s life easier.

We need someone who stays one step ahead, not someone who simply waits to be given tasks.

Key Responsibilities

1. Personal Organisation & Daily Administration

* Manage to-do lists, reminders, deadlines and follow-ups.
* Proactively remind me of things that need to be done, including outstanding tasks and upcoming commitments.
* Make telephone calls on my behalf, including through my calling applications where appropriate.
* Handle general administrative tasks, enquiries, appointments and correspondence.
* Follow up on outstanding matters without needing to be repeatedly reminded.
* Maintain clear, organised records of tasks, priorities and progress.

2. Airbnb & Property Management

* Help manage multiple Airbnb and direct-booking guest inboxes.
* Respond professionally and promptly to guest enquiries and messages.
* Coordinate with cleaners, maintenance teams and other property staff.
* Assist with guest issues, emergencies and Airbnb support cases.
* Follow up on problems until they are fully resolved.
* Keep track of bookings, guest requests and operational issues.

3. Travel & Personal Arrangements

* Research and book flights, accommodation and other travel arrangements.
* Organise itineraries and travel documentation.
* Compare options and present clear recommendations.
* Help coordinate family travel and general logistics.

4. Supplier Coordination & Sourcing

* Communicate with international suppliers and manufacturers.
* Request quotations, compare pricing and follow up on orders.
* Track production timelines, payments, shipping and deliveries.
* Maintain organised spreadsheets of suppliers, quotations and outstanding actions.
* Assist with sourcing activities across multiple projects.

5. Payroll, Expenses & Record Keeping

* Help organise staff payroll, payment schedules and records.
* Track shopping, purchases, business expenses and receipts.
* Maintain accurate spreadsheets of expenditure.
* Monitor outstanding payments, invoices and upcoming financial commitments.
* Present clear summaries of spending and costs when requested.

Communication & Organisation — Extremely Important

Excellent communication is absolutely essential for this role.

I am looking for someone who can take a large amount of information, understand it, organise it and present it back to me clearly, concisely and logically.

I do not want long, disorganised messages containing information that I then have to spend time interpreting or restructuring.

The successful candidate must be able to:

* Communicate in excellent written and spoken English.
* Present information in a structured, easy-to-understand format.
* Distinguish between urgent matters, decisions required and general updates.
* Provide short, useful progress reports rather than unnecessary messages.
* Anticipate questions and provide relevant information upfront.
* Take ownership of tasks and follow through to completion.
* Know when to make an independent decision and when to ask for approval.

The objective is to reduce my mental workload, not create additional administration for me.

Essential Requirements

* Previous experience as a Personal Assistant, Executive Assistant or in a similar administrative role.
* Exceptional organisational skills and attention to detail.
* Excellent English communication skills.
* Professional, reliable, discreet and trustworthy.
* Confident making telephone calls and dealing with people professionally.
* Comfortable managing several different projects and priorities simultaneously.
* Strong experience with Google Sheets, Excel, calendars, email and task-management tools.
* Able to work independently and solve problems.
* Comfortable using technology, online booking systems and communication applications.
* Willing to work some hours overlapping with US time zones, with flexibility for occasional urgent situations.
* Experience with Airbnb, property management, travel coordination or international sourcing would be a significant advantage.

The Ideal Personality

I would particularly suit someone who is:

* Naturally meticulous and extremely organised.
* Proactive, resourceful and solution-oriented.
* Calm and capable under pressure.
* Intelligent, articulate and efficient.
* Comfortable managing a wide variety of responsibilities.
* Happy to chase people, make calls and get things done.
* Someone who enjoys creating systems, spreadsheets and clear processes.

What Success Looks Like

I want to be able to delegate a task, know that it is being handled and receive a clear update when necessary.

For example, rather than simply forwarding five supplier quotations, I would expect a short comparison showing prices, differences, outstanding questions and a recommendation.

Rather than waiting for me to ask about something, I would expect reminders and proactive follow-ups.

Ultimately, I am looking for a highly capable right-hand person who can bring structure, organisation and efficiency to a very busy life and business.

Position Details

* Location: Remote
* Hours: To be agreed, with some US time zone overlap essential
* Type: Long-term position
* Salary: Dependent on experience

Please apply with your CV, relevant experience and a brief explanation of how you personally manage tasks, deadlines, reminders and communication for a busy employer.