Executive Assistant

The Role

Looking for a proactive EA/PA who will bring order to personal operations, household logistics, and travel troubleshooting while creating simple, scalable systems. You'll own inbox and file hygiene, budgets and subscriptions, travel/loyalty optimization (hello, TAP Portugal), contact management (incl. Outlook → Gmail transition), and light personal social + real-estate research (no cold calling).

You'll collaborate closely with the Client and her Director of Operations, taking initiative and closing loops without hand-holding.

Key Responsibilities Personal Operations & Organization

● Inbox & File Hygiene: Drive toward "inbox-zero lite." Organize Gmail, labels/filters, and Google Drive folder architecture; align email folders Drive; archive and dedupe.

● Contact Management & Migration: Audit, clean, and centralize contacts; manage Outlook → Gmail/Google Contacts transition; establish ongoing list hygiene.

● Budgets, Bills & Subscriptions: Build a clear personal spend dashboard (Excel/Sheets); monitor recurring charges; cancel redundancies; surface savings opportunities and payment timelines.

● Documentation & SOPs: Capture simple, repeatable workflows; create a personal ops handbook (how to: travel, budgeting, renewals, vendor contacts, etc.).

Travel & Lifestyle Logistics

● Travel Planning & Troubleshooting: Research itineraries, holds, and reissue options; optimize miles/points (TAP Portugal); escalate stubborn issues with programs and vendors; track credits and vouchers.

● Household/Vendor Coordination: Schedule and coordinate with local providers (e.g., alarm company) via designated on-site contact; maintain vendor list and service cadence.

● Family/Student Admin: Track key dates, forms, and payments related to two college-age children; compile summaries; surface what needs Lindsay's approval.

● Shared Expense Tracking: Maintain simple records to clarify responsibility and reimbursements.

Communications & Scheduling

● Calendar Stewardship: Hold recurring blocks; schedule across time zones (NY Portugal); prepare daily/weekly agendas; send gentle nudges.

● First-Pass Responses: Draft routine personal emails within agreed guardrails; escalate sensitive items. Maintain a warm, high-touch tone. Light Real-Estate & Personal Brand Support

● Lead & List Research (No Cold Calling): Targeted list building and data cleanup for real-estate outreach; coordinate polite referrals when opportunities aren't a fit.

● Personal Social Support: Post supplied content, queue updates, and track basic engagement; coordinate assets with the Clients business social team. What Great Looks Like (90-Day Outcomes)

● Gmail and Drive are organized, searchable, and calm; clear rules/labels in place.

● Contact database is clean and centralized; Outlook → Gmail migration complete.

● A subscription/budget dashboard shows spend at a glance; redundant tools canceled.

● Travel/loyalty playbook created; miles/credits tracked; at least one "win" on redemptions.

● Weekly one-page digest delivered consistently (priorities, deadlines, decisions needed).

● The Client and her Director of Operations report fewer surprises, fewer fires and faster follow-through.

Qualifications

● 3+ years in EA/PA, household manager, operations coordinator, or similar role supporting a busy principal (HNWI, professional services, or real-estate context a plus).

● Expert with Google Workspace (Gmail, Calendar, Drive) and strong Microsoft 365/Outlook; hands-on experience migrating Outlook → Gmail and cleaning large contact sets.

● Strong Excel/Google Sheets skills (budgets, reconciliations, tidy dashboards).

● Comfortable with constant contact/list tools (experience with Constant Contact is a plus).

● Travel savvy; familiarity with airline loyalty programs and escalation tactics.

● Discretion and judgment handling sensitive personal and financial information.

● Systems-builder: documents processes, sets simple rules, and keeps them current.

● Clear, warm written communication; confident drafting on behalf of the principal.

● Bonus: exposure to real-estate admin, EU/Portugal travel logistics, and light social posting.

● Bonus: practical use of AI tools (e.g., ChatGPT) to draft, summarize, or QA work—while preserving a high-touch human experience.

Traits We Love

● Owner's mindset: moves work from 80% → 100% reliably.

● Prioritizer: distinguishes the essential from the nice-to-have.

● Anticipatory: flags risks early; brings options, not just problems.

● Calm & kind: steady communicator who keeps things moving.

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