Personal & Family Executive Assistant

Philippines / South Africa

VA/EA – Operations /

Executive Assistant / Part-Time /

Remote

Role Summary

Support a busy West Coast family with end-to-end personal administration. You’ll own

outcomes (not just tasks), coordinating appointments, vendors, purchases, travel, and

household logistics. Success = problems fully resolved, timelines met, and clear communication

— all with high discretion and reliability.

Key Responsibilities

● Appointment & Calendar Control: Book, reschedule, and confirm medical, school,

home, and personal commitments; hold vendors to timelines.

● Vendor & Warranty Coordination: Source service providers, obtain quotes, open

tickets/claims, follow through to resolution (e.g., warranty replacements, repairs).

● Reservations & Travel: Research and book flights, hotels, restaurants; prepare options

with pros/cons and hold confirmations.

● Personal Admin & Errands (remote): Order items, track deliveries/returns, maintain

shared checklists and SOPs.

● Family Activities Research: Identify kid-friendly/weekend activities and manage

bookings.

● Secure Payments Assistance: Use client-approved secure methods/password

manager to process transactions (with approvals).

● Documentation & Updates: Log notes, decisions, and next steps; send concise

progress summaries (WhatsApp + email).

● Quality & Speed: Work efficiently; open to light screen-record/time audits in the first

month if requested.

Outcome ownership: Demonstrated track record driving issues to full resolution (not just “made the call”).
3–4+ years as a Personal/Executive Assistant (household or family office experience a plus).
Discretion & confidentiality with sensitive personal/financial info.
Reliability & time-zone fit: Ability to work Pacific Time (PT) hours for real-time calls with U.S. businesses.
Proactive communication: Clear, upbeat, and assertive follow-ups; comfortable on WhatsApp as a primary channel.
Tech-savvy & adaptable: Quick to learn tools; practical use of AI (e.g., ChatGPT) for notes, drafts, and checklists.
Strong organization, prioritization, and problem-solving under changing needs.

Experience with home/vendor management, warranties, and claims.
Familiarity with password managers / approval-based payment workflows.
Light documentation/SOP building in Notion or similar.
Prior support for U.S. families/executives; confident phone manner with vendors.

Comms: WhatsApp, Zoom, Email.
Productivity: Client’s preferred tools (e.g., Notion/Docs/Sheets); comfort adopting newsystems quickly.
Security: Use client-approved secure access and payment processes.

PT coverage required (mornings and business-hours availability to reach U.S.vendors).
Start at 10 hrs/week (client option) or standard 20 hrs/week, with potential to adjust based on scope and performance.

$250 - $700 a month

Why Join Assist World?

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$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

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