Personal & Family Operations Executive Assistant

Position: Personal & Family Operations Executive Assistant

Type: Part-Time (20–25 Hours/Week) | Independent Contractor

Schedule: Primarily U.S. Eastern Time Hours (Approx. 12:00 PM – 5:00 PM EST)

Location: Remote (Latin America or South Africa preferred due to time zone compatibility)

Compensation: Competitive hourly rate commensurate with experience

About Our Client

Our client is a busy CEO, entrepreneur, and mother of six who manages an active household alongside a high-growth business. With six children involved in healthcare, school/homeschool logistics, extracurricular activities, and seasonal travel, the daily administrative overhead and context-switching are substantial.

Our client is seeking an exceptionally resourceful, proactive, and independent Personal & Family Operations Executive Assistant to own the administrative layer of her household—taking full ownership of logistics, vendor coordination, research, and scheduling so she can focus on high-priority family and business goals.

Role Overview

This is not a traditional business Virtual Assistant or data-entry role. It is a high-trust, high-autonomy "Lifestyle & Family Operations Manager" position designed for a sharp, mature problem-solver who excels at taking ambiguous requests and turning them into completed outcomes without needing step-by-step SOPs.

When our client says, "Harper needs voice lessons," or "We need to get an appointment with a specialist," your job is to independently research the options, evaluate location, cost, availability, and reviews, present a concise recommendation, coordinate logistics, and close the loop.

Key Responsibilities

Personal & Family Administration: Own outstanding family tasks, deadlines, registrations, appointments, and routine follow-ups; proactively chase open items until fully resolved.
Healthcare & Appointment Coordination: Contact medical offices, specialists, and clinics on the family’s behalf; manage waitlists, referrals, and paperwork; navigate healthcare portals while strictly maintaining confidentiality (HIPAA compliance).
Travel Planning & Concierge: Research and book flights, hotels, rental cars, restaurants, and family itineraries; coordinate confirmations, changes, and travel-related logistics.
Children’s Activities & Family Logistics: Research and register for extracurricular activities, sports, camps, lessons, and homeschool administrative commitments; balance complex, competing multi-child schedules.
Household Operations & Purchasing: Assist with meal planning, grocery orders, online purchases, returns, exchanges, vendor coordination (contractors, handymen, home services), and household projects.
High-Level Research & Solution Recommendations: Synthesize complex choices (e.g., finding local service providers, specialized equipment, or travel options) into clear, actionable recommendations rather than raw link dumps.

What We Mean by "Ownership"

Ownership is the defining requirement of this role. You will be expected to guide projects through the complete lifecycle:

$$\text{Broad Request} \longrightarrow \text{Independent Research} \longrightarrow \text{Solution Recommendation} \longrightarrow \text{Execution/Booking} \longrightarrow \text{Loop Closed}$$

You should naturally ask yourself: What needs to happen next? What can I resolve without interrupting the client? How do I ensure nothing drops?

Candidate Requirements & Qualifications

Must-Have Qualifications:

Proven Experience: 3+ years as a Personal Assistant, Executive Assistant, Lifestyle Manager, Family Assistant, or Household Operations Manager supporting high-responsibility executives, founders, or large families.
Flawless Spoken & Written English: Excellent verbal communication and phone confidence when speaking with U.S.-based medical offices, schools, vendors, and service providers.
High-Autonomy Problem Solver: Thrives in environments without rigid checklists or SOPs; naturally curious, proactive, and comfortable with ambiguity.
Exceptional Organizational Rigor: Relentless attention to detail with zero tolerance for missed deadlines or unreturned calls.
Discretion & Privacy: Complete integrity and maturity when handling sensitive personal, financial, and healthcare information.
Time Zone Alignment: Willingness and ability to work regularly during U.S. Eastern Time afternoons (approx. 12:00 PM – 5:00 PM EST).

Preferred Qualifications:

Experience managing medical/healthcare appointments and patient portals.
Background supporting families with multiple children, homeschooling, or complex activity schedules.
Experience with family travel booking, personal purchasing, and vendor oversight.

What Success Looks Like

First 30 Days: Develop a clear mental model of the family's preferences, routines, and priorities; establish a reliable tracking system for open items.
First 90 Days: The client experiences a dramatic drop in cognitive load—handing off tasks with total confidence that they will be thoroughly researched, executed, and closed out without needing reminders.

Part-time Executive Assistant - 65489566087