Remote Executive / Personal Assistant

Location: Remote, open to candidates based in the Philippines, Latin America, or South Africa.

Working Hours: Full-time preferred. Must have daily overlap with Pacific Time business hours.

Salary: $1.250 USD

Contract Type: Independent Contractor.

About the Client

The client is a San Francisco-based professional working in the tech startup ecosystem. He works with and advises multiple startups, which creates a busy schedule with several professional and personal priorities to manage. The role will support both business and personal organization, helping the client stay focused on higher-value work by taking ownership of recurring administrative, scheduling, research, and coordination tasks.

Role Overview

We are seeking a highly organized, proactive, and resourceful Executive / Personal Assistant to help manage scheduling, reminders, personal tasks, research, purchasing inquiries, vendor coordination, and general life administration.

This is a support-heavy role designed to reduce the client’s mental load and help him avoid spending time on lower-priority decisions. The ideal candidate is detail-oriented, analytical, comfortable asking clarifying questions, and able to research options, compare alternatives, and present clear recommendations.

This person should be comfortable handling both professional and personal tasks, including calendar coordination, apartment-related logistics, vendor/service inquiries, purchasing research, reminders, and follow-up management.

Key Responsibilities

Manage scheduling and calendar coordination, especially for meetings, appointments, apartment tours, services, and other time-sensitive commitments.
Provide daily reminders and follow-ups to ensure tasks, emails, inquiries, and personal to-dos are not missed.
Help organize and prioritize the client’s reminders, task lists, and pending action items.
Research products, vendors, services, and solutions based on specific requirements.
Compare options and present clear recommendations with reasoning, pricing, availability, and next steps.
Coordinate with service providers, vendors, apartment leasing offices, organizers, cleaners, movers, or similar contacts as needed.
Handle basic email or message coordination related to services, vendors, scheduling, and logistics.
Assist with purchasing inquiries and product research, including finding specific items that meet the client’s preferences.
Support personal administration tasks such as apartment search coordination, home organization support, and appointment planning.
Ask thoughtful clarifying questions before making assumptions, especially during the initial onboarding period.
Create structure around the client’s personal and professional tasks so priorities are easier to manage.
Proactively flag pending responses, overdue items, or tasks that require the client’s attention.

Requirements

Previous experience as an Executive Assistant, Personal Assistant, Virtual Assistant, Administrative Assistant, or similar role.
Strong English communication skills, both written and verbal.
Excellent organization and task management skills.
Strong research skills with the ability to compare options and summarize findings clearly.
Comfortable supporting both professional and personal tasks.
Experience managing calendars, scheduling meetings, appointments, and service coordination.
Ability to work independently and proactively in a remote environment.
Strong attention to detail and follow-through.
Comfortable asking clarifying questions rather than making assumptions.
Ability to manage open-ended tasks and turn them into clear action steps.
Comfortable with Pacific Time overlap.
Tech-savvy and comfortable using tools such as Google Calendar, Gmail, Google Docs/Sheets, task management apps, and online research platforms.

Nice-to-Haves

Experience supporting founders, startup professionals, executives, consultants, or busy entrepreneurs.
Experience with personal life management, household coordination, apartment search support, vendor research, or concierge-style support.
Experience working with clients based in the United States.
Strong ability to create simple comparison tables, recommendation summaries, and organized task trackers.

Ideal Candidate Profile

The ideal candidate is someone who enjoys bringing order to a busy person’s life. They should be resourceful, structured, analytical, and comfortable managing a mix of personal and professional tasks. They do not need to be a senior chief-of-staff type profile, but they should be thoughtful, reliable, proactive, and able to take ownership of small but important details.

This person should be able to receive a task like “find someone to organize my apartment” or “find a storage solution like this but with slide-out drawers” and come back with researched options, pros and cons, pricing, availability, and a recommended next step.

Executive Assistant (Professional & Personal) - 60701855307