Personal Assistant

2 days ago

Philippines South Africa Assist World Full time US$4 800 - US$7 200 per year
About the Role Client is a busy consultant who travels frequently and juggles a home, a dog, and an active personal and social life. Her work side is well-handled with existing systems; what she needs now is a Personal Assistant (PA) to help her stay on top of personal admin, logistics, and relationships so nothing falls through the cracks. This is not a corporate EA role – it's a personal-life-focused PA position. You will help organize her life behind the scenes: from finding doctors and coordinating appointments, to planning travel, to organizing her Google Drive and personal records, to helping her maintain friendships and host small gatherings. The role starts on a part-time basis (10–20 hours/week) with flexibility to adjust scope as needs become clearer. Key Responsibilities
  • Personal Admin & Research (Healthcare / Life Logistics)
  • Research and shortlist new primary care doctors and specialists: ○ Ensure they are in-network, accepting new patients, and fit stated criteria ○ Present clear options with pros/cons or key details
  • Call doctor's offices to: ○ Act on Celia's behalf (where appropriate) to schedule appointments ○ Obtain or confirm information (e.g., records, requirements, forms)
  • Compile and organize personal medical records, including: ○ Vaccination history (e.g., confirming dates like last tetanus shot) ○ Other health-related information needed for new providers
  • Support with other personal life logistics that require online research, forms, or calls.
  • Travel Planning & Itinerary Support
  • Assist with planning trips and local getaways, including: ○ Research destinations, dates, and options based on preferences ○ Book reservations (e.g., restaurants, tickets, activities) in advance
  • Build simple itineraries (who/what/where/when) that are easy to follow
  • Ensure trips are structured and pre-planned, so Celia can focus on being present rather than managing logistics.
  • Household & Vendor Coordination
  • Help with home-related tasks such as: ○ Researching and shortlisting providers (e.g., contractors to inspect/repair a leaking garage roof/skylight) ○ Requesting and tracking quotes, following up with vendors, and coordinating next steps
  • Pre-coordinate details before in-person visits (you handle the logistics; Celia handles the on-site access and final decisions).
  • Maintain a simple tracker (e.g., spreadsheet or task board) for ongoing home projects and follow-ups.
  • Digital Organization & Records Management
  • Clean up and organize Celia's Google Drive: ○ Create logical folder structures ○ Consolidate scattered files, documents, and personal records ○ Help build a single, clear record of important personal information (e.g., vaccines, insurance, key documents)
  • ●Maintain simple systems so information is easy to find later.
  • Relationship & Social Life Management
  • Help Celia be intentional about friendships and social connections, including: ○ Keeping a light system or list of key friends / contacts and preferred cadence (e.g., monthly/quarterly check-ins) ○ Coordinating and scheduling friend hangouts and calls, including long-distance connections
  • Assist with local activity planning in the San Francisco Bay Area: ○ Research fun, aligned activities Celia can do with friends
  • Support in planning casual gatherings, such as: ○ A holiday gift-wrapping or charcuterie night ○ Drafting/sending digital invitations ○ Coordinating supplies (wrapping paper, snacks, charcuterie orders, etc.) ○ Ensuring things are ordered and organized so Celia can "just show up and enjoy."
  • Optional / Nice-to-Have Responsibilities
  • Light first-pass personal finance admin, such as: ○ Entering W-2 information or basic data into TurboTax or similar (not filing taxes; just data entry/prep)
  • Light personal social media support (e.g., Instagram or similar) focused on: ○ Helping maintain a simple, "newsletter-style" presence about what Celia is working on or caring about ○ Formatting or posting content Celia provides (this is not a strategy-heavy marketing role).
  • Tools & Communication
  • Tools you may use (or learn quickly):
  • Google Workspace (Gmail, Google Calendar, Google Drive, Docs, Sheets)
  • Messaging/communication tools (e.g., iMessage, WhatsApp, Zoom, Slack, as agreed)
  • Basic task/notes tools (e.g., Google Docs/Sheets, Notion, or similar – flexible)
  • Online booking and vendor platforms (doctor's portals, reservation sites, etc.)
  • Communication:
  • Work largely remote & digital, communicating via channels agreed during onboarding (e.g., email + messaging + occasional calls).
  • Help maintain a shared list/board of tasks and priorities
Must-Haves
  • 3+ years of experience as a Personal Assistant, Executive Assistant, or similar supporting an individual with: ○ Scheduling, research, and life logistics ○ Vendor coordination and follow-ups
  • Excellent spoken and written English; comfortable and confident calling US-based businesses and doctor's offices on the client's behalf.
  • Strong organizational skills and comfort with online research, complex comparison, and summarizing options clearly.
  • High level of discretion and professionalism handling personal information (medical, financial, and personal life details).
  • Ability to work PST hours for agreed blocks of time, with some flexibility to accommodate "waves" of tasks.
  • Proactive, detail-oriented, and able to keep track of open loops (follow-ups, quotes, appointments, next steps).
Nice-to-Haves / Preferences
  • Female candidate preferred, due to occasional calls where representing the client may be helpful.
  • Experience as a family PA / household PA / lifestyle manager.
  • Comfort with light personal finance admin (e.g., entering data into tax software under guidance).
  • Experience supporting with social event planning (small gatherings, informal events).
  • Familiarity with basic social media posting (not strategy-heavy).
$400 - $600 a month Client Location / Time Zone: San Francisco Bay Area – Pacific Time (PST) Hours: Part-Time – 10 or 20 hours/week (start with 10; potential to increase to 20) Focus: Personal life administration, travel planning, relationship & household management Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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