Executive Assistant / Personal Assistant

Role Overview

• Act as a trusted extension of the executive, taking ownership of tasks and decisions independently.
• Translate vague or strategic instructions into structured plans, timelines, and execution.
• Anticipate needs, identify risks, and resolve issues proactively.
• Manage communications, priorities, and follow-ups to ensure nothing is missed.
• Present structured recommendations (e.g., travel options, plans) for executive review and approval.
• Manage the executive’s personal life logistics, including appointments, events, personal travel, and day-to-day administration.
• Provide support to family members and relatives as required, including scheduling, travel, coordination, and issue resolution.
• Oversee personal services and vendors with discretion and efficiency.
• Support administrative needs such as visa processing and related documentation for family members.
• Plan and execute complex international travel across the U.S., Asia, and Europe, including large group trips involving family, staff, or associates.
• Manage itineraries, visas, accommodations, transport, and contingency planning.
• Handle last-minute changes calmly and decisively.
• Ensure all arrangements are pre-confirmed and aligned with executive preferences to avoid disruptions.
• From time to time, manage and coordinate contractors and service providers on the executive’s behalf.
• Provide clear instructions, set expectations, coordinate schedules, and ensure services are delivered to the required standard.
• Track and reconcile personal and professional spending, invoices, and reimbursements.
• Maintain organised financial records and summaries.
• Communicate clearly, confidently, and professionally across cultures and time zones.
• Proactively identify and propose additional support needs or improvements.
• This role is designed to grow with the executive.

Requirements

• Minimum 5+ years’ experience as a senior EA, PA, or Chief of Staff supporting founders, principals, or executives.
• University degree required.
• Proven experience managing both professional and personal affairs for high-net-worth or globally mobile individuals.
• Demonstrated ability to handle highly sensitive and confidential matters with discretion and sound judgment.
• Background in finance, accounting, bookkeeping or HR preferred.
• Exposure to HR or recruitment coordination is a plus.
• Willingness to work flexible hours aligned with global time zones.
• Strong numerical and communication skills required.