Private Personal Assistant (Personal Concierge Team)

Summary of role
Our founder and his family are looking for a well organised, energetic, agile and experienced Executive / Personal Assistant to provide support across their personal, household and business affairs. The family will be travelling extensively over the next 3 years and will have a lively and forever changing lifestyle that requires support to provide a stress-free environment.

Your focus will be to provide personal, administrative, and organisational support, working in conjunction with other international and local support staff, you will both proactively manage and balance their business and personal priorities and commitments.

About you:
A brilliant multi-tasker, you will be a natural problem solver and always enjoy a busy but varied day working in both a private and business context. Relying on strong time and task management, diary, and organisation skills, you will thrive in a varying and sometimes chaotic environment, always maintaining respect and a calm demeanour. Punctual, trustworthy, and reliable, you will have a good understanding of discretion and confidentiality. An ability to work independently and anticipate personal needs is also required. You show leadership through support.

You will be responsible for a range of services including, but not limited to:
• Management and coordination of social calendar, personal and private appointments, and day to day life
• Event management and coordination of family events, activities, errands, and projects
• Coordination and management of domestic and international travel bookings including the planning and management of detailed itineraries for business, family, and personal trips
• Management and coordination of editing, production, and sharing of personal, family, and business media including photos, videos, and writings
• Assist, arrange and coordinate activities and requirements relating to general fitness, diet, health, and safety
• Assistance and management of accommodation booking and general household coordination including utilities, property repairs and maintenance
• Management and coordination of engaging service providers and other resources, including staff and supplier sourcing, interviewing, payments, invoice follow-up and coordination
• Management of any incoming correspondence and communications including social media, telephone, email, and text
• Management and maintenance of an organised online storage system of personal and business electronic documents and digital records
• Assist, arrange and coordinate purchases of ongoing products, services, and subscriptions
• Coordinate and liaise with other international or local support staff, professionals and service providers
• Assistance and coordination of business administration, marketing and social media, audio-visual resources, video production, writing and editing
• Management and coordination of transcription, editing and development of audio and video memos
• Coordination and assistance with the team staying on time, on track and on task with regular check-ins, updates, planning and review meetings as required

We are looking for someone who is passionate in providing a high level of professional personal service looking to make this a new long-term role and join the family in this journey as part of the “behind the scenes support team”. You will be able to uphold a strict level of confidentiality. You will be highly intuitive and possess a strong attitude that ‘no task is too big or small’.

Essential to the Role:
• Well organised with a high attention to detail including diary, phone calls, emails, file management and detailed task capturing
• Proactive and capable of anticipating necessary actions to support the workflow, including setting reminders and prompts to action tasks
• Take initiative in the collation, preparation and presentation of information
• Demonstrated experience conducting research, preparing reports, monitoring projects, and completing tasks
• Proven success in proactively managing projects and events, individually and via providing coordination and guidance to others people
• Ability to multi-task, prioritise and juggle competing responsibilities, dealing with chaos and remaining flexible and adaptable
• You will have a positive demeanour, be down-to-earth, motivated and flexible, with a can-do attitude
• You will have the maturity and confidence to interact with a broad range of people, including family members, school contacts, business contacts, professional and other support staff
• You will be content working on your own initiative, whilst being equally comfortable when given specific tasks to complete
• You will fully understand and respect the need to be discreet, uphold confidentiality at all times and remain in good spirits

Other Information:
This role is permanent full-time with a 3:00 am start (Philippine time PHT)
8 hours a day, Monday to Friday, 40 hours a week
Laptop i5, 8Gb, working headset and webcam, private workspace, reliable power and internet