Executive Assistant / Personal Assistant - #34975

This is an exciting opportunity to support a fast-paced founder as an Executive & Personal Assistant. We’re seeking a detail-oriented, proactive professional who can turn high-level instructions into seamless, error-free execution across daily operations.

Company Profile:

Our client focuses on developing vertical drama platforms for the US market. They operate several consumer-facing brands, including Dramabox and Reelshort.

Overall purpose and responsibilities of the role:

We are seeking a highly experienced, senior Executive Assistant / Personal Assistant to support a globally mobile executive and their personal, family, and household needs. This is a high-trust, autonomous role for someone who has operated at EA / PA / Chief of Staff level and is comfortable owning decisions and execution end-to-end.

The successful candidate will act as a true extension of the executive — receiving high-level or vague instructions and independently converting them into clear actions and completed outcomes, without the need for follow-up.

This role will follow an approximate 70% personal / 30% executive support split.

Duties and Responsibilities:

Core Responsibilities Executive Assistant Scope (Professional)

• 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.

Personal Assistant Scope (Personal & Family)

• 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.

Travel & Logistics (Professional + Personal)

• 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.

Contractor & Service Provider Management

• From time to time, manage and coordinate contractors and service providers on the executive’s behalf, including but not limited to:

• Concierge services
• Close Personal Protection (CPO / security)
• Drivers and transport providers
• Travel, hospitality, and lifestyle vendors

• Provide clear instructions, set expectations, coordinate schedules, and ensure services are delivered to the required standard.
• Act as the central point of coordination so the executive is not required to manage or intervene.
• Coordinate with globally distributed vendors across multiple regions and time zones.

Financial & Administrative Oversight (Preferred)

• Track and reconcile personal and professional spending, invoices, and reimbursements.
• Maintain organised financial records and summaries.
• Liaise with accountants, finance teams, and external providers as required.

Communication & Coordination

• Serve as a primary point of contact for both professional and personal stakeholders.
• Communicate clearly, confidently, and professionally across cultures and time zones.
• Ensure commitments are executed without executive follow-up.
• Actively identify and propose additional support needs or improvements.

Growth & Progression

• This role is designed to grow with the executive.
• Subject to performance, trust, and demonstrated leadership, the EA/PA may be promoted into a Manager or Chief of Staff role, with expanded responsibility over people, contractors, and operations.

Working Style & Traits

• Exceptionally organised, diligent, and detail driven.
• Comfortable operating across flexible hours and multiple time zones.
• Strong judgment and decision-making skills; trusted to act independently.
• Excellent written and verbal communication skills.
• Calm under pressure, reliable, and execution focused.
• Strong preference for candidates highly skilled in financial detail and accuracy (e.g., QuickBooks or similar exposure).

What Success Looks Like

• The executive does not need to manage, chase, or follow up on tasks.
• Personal, family, and professional matters run seamlessly.
• Contractors and service providers are coordinated effectively without executive involvement.
• The EA/PA operates as a self-directed operator with clear progression potential
• All activities are supported by complete and well-maintained documentation (e.g., receipts, records).
• High task accuracy rate with zero critical errors.
• Executive time maximized toward priority work.
• Inbound requests triaged independently.
• Key materials and plans prepared at least 48 hours in advance.
• Issues and conflicts resolved proactively.

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.

Job type: Permanent

Emp type: Direct hire; Full-time

Schedule: Monday to Friday; Schedule is flexible, aligned with Executive’s location (US, Europe, Asia); 9 hours/day including 1-hour break

Location: Remote/WFH

Industry: Vertical drama platforms

Expertise: Executive Assistant, C-Level Management, Travel Management, Personal Assistant, Financial Assistance