Personal Executive Assistant (BBS918)

Open to Latin America: This role is open to candidates based in Latin America.

We're looking for a Personal Executive Assistant to support a founder and their family across personal administration, scheduling, household coordination, family logistics, and social events. This role is primarily personal — the starting point is appointment making, and everything else builds from there as trust is established.

The founder has documented systems for recurring tasks including travel preferences, ordering habits, doctor preferences, and decision-making processes. These live in a shared brain that you will access and execute from daily. This is not a role for someone who waits to be told what to do. The ideal hire is proactive, confident stating their own needs and preferences, takes full ownership of tasks end to end, and knows how to use AI tools including Claude Cowork as a real part of how they work. If you are organized, discreet, and genuinely comfortable handling the personal and family side of a busy founder's life, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires availability during US Pacific Time business hours
• High-trust, high-ownership personal support role with direct access to the founder and real room to expand as trust grows

What You'll Work On

Calls, Appointments, and Scheduling

• Make outbound calls during business hours to schedule and coordinate appointments — this is the starting point and the core of the role
• Set up medical, personal, and professional appointments for the founder, her daughter, and her partner
• Sync across multiple calendars including the founder, partner, and childcare to keep everything aligned
• Coordinate with the nanny on scheduling and logistics
• Manage conflicts proactively and keep everyone informed without needing to be asked

Shared Brain and AI Workflows

• Access and use the shared brain daily — a centralized repository of the founder's frequent flyer info, seat preferences, doctor preferences, and decision-making frameworks
• Execute tasks using documented preferences and systems rather than asking repeated clarifying questions
• Help maintain and improve the shared brain so it stays current
• Use Claude Cowork and other AI tools as a core part of how tasks are planned and executed
• Help teach and refine how AI tools are used across personal and household operations

Social Events and Community

• Support planning and logistics for hosted dinners and community events
• Manage takeout ordering: maintain documentation of preferred restaurants and order history, then place orders directly via DoorDash or similar platforms
• Help coordinate the social and community side of the founder's life with minimal friction

Family Support

• Assist with family logistics including baby-related tasks and support for the partner's family as needed
• Handle recurring family administrative tasks using established systems and preferences

What You Bring

• Proven experience as a personal assistant, household manager, or family EA supporting a high-trust principal
• Genuinely proactive with the ability to take ownership of tasks end to end and move without waiting for detailed direction
• Comfortable stating your own preferences and needs as part of a healthy working relationship
• Confident making outbound calls during US business hours to coordinate appointments and logistics on behalf of others
• Familiarity with Claude Cowork or strong willingness and aptitude to learn it quickly — AI fluency is expected for this role
• Discreet, reliable, and highly organized with strong attention to detail
• Comfortable working within documented systems and preferences rather than building from scratch
• Available during US Pacific Time business hours

Nice to Have

• Experience with Claude Cowork or similar AI workflow tools
• Background coordinating household staff, childcare logistics, or family scheduling
• Experience supporting social event planning or community hosting
• Familiarity with managing shared documentation systems or knowledge bases

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a principal across personal and household logistics, and explaining how you use AI tools as part of your daily workflow

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are proactive, discreet, comfortable with AI tools, and want a high-trust personal support role with a founder who values ownership and genuine partnership, this role gives you the foundation and the path to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.

We'll keep you informed throughout the process and provide feedback at each step.