DepartmentVirtual Assistant / Full - Time, Operations
Company size51+ people
First seen4mo ago
Last seen4d ago
Overview
About the role
We are seeking an exceptionally organized, proactive, and detail-oriented Personal Assistant to support a CEO at a fast-moving luxury travel company.
This role goes beyond traditional assistant work — you will act as a true operator behind the scenes, ensuring the CEO’s personal and household life runs seamlessly.
You will work alongside the Executive Assistant, with a clear division of responsibilities:
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This role: Personal + household + life management
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Executive Assistant: Business operations
The ideal candidate is highly anticipatory, resourceful, and takes pride in solving problems before they arise.
Key Responsibilities
Personal & Household Management (CORE)
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Manage family calendars (CEO, spouse, children)
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Coordinate school communications, activities, and reminders
Organize playdates, events, and household logistics
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Handle day-to-day personal administration
Calendar & Scheduling
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Coordinate and manage personal scheduling with precision
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Ensure calendars are optimized, conflict-free, and efficient
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Proactively identify and resolve scheduling issues before they arise
Communication & Coordination
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Manage personal correspondence with speed, discretion, and accuracy
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Handle follow-ups and ensure nothing falls through the cracks
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Communicate clearly and professionally on behalf of the CEO
Proactive Support & Anticipation
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Anticipate needs before they arise and take action
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Identify inefficiencies and improve workflows
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Act as a problem-solver, not just a task executor
AI & Efficiency Optimization (IMPORTANT)
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Use AI tools (e.g., ChatGPT, Claude) to improve efficiency
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Build systems, trackers, and workflows using AI
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Balance AI usage with critical thinking and accuracy
Collaboration
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Work closely under the Executive Assistant
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Support overflow tasks and special projects when needed
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Contribute to a smooth, well-structured support system
What We’re Looking For
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Exceptional attention to detail
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Strong written communication (polished, warm, professional)
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Ability to manage multiple priorities simultaneously
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High level of discretion and good judgment
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Self-starter mindset — able to figure things out independently
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Highly proactive and anticipatory approach
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Comfortable working in a fast-paced environment
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AI-savvy or open to learning AI tools (non-negotiable mindset)
Nice to Have
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Previous experience as a Personal or Household Assistant
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Experience managing family logistics
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Exposure to luxury hospitality or travel environments
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Strong systems/process mindset
Why Join
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Work with a high-performing, fast-moving team
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Strong growth opportunities within the business
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Flexible remote environment
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Exposure to the luxury travel industry
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Travel-related benefits
Location: Remote
Type: Full-Time
Working Hours: 7:30 AM – 4:30 PM Pacific Time (Monday–Friday, 9-hour shift incl. 1-hour lunch)Flexibility: Occasional availability for urgent/time-sensitive matters