This is an exciting opportunity to support a fast-paced founder as an Executive & Personal Assistant. We’re seeking a detail-oriented, proactive professional who can turn high-level instructions into seamless, error-free execution across daily operations.
Company Profile:
Our client focuses on developing vertical drama platforms for the US market. They operate several consumer-facing brands, including Dramabox and Reelshort.
Overall purpose and responsibilities of the role:
We are seeking a highly experienced, senior Executive Assistant / Personal Assistant to support a globally mobile executive and their personal, family, and household needs. This is a high-trust, autonomous role for someone who has operated at EA / PA / Chief of Staff level and is comfortable owning decisions and execution end-to-end.
The successful candidate will act as a true extension of the executive — receiving high-level or vague instructions and independently converting them into clear actions and completed outcomes, without the need for follow-up.
This role will follow an approximate 70% personal / 30% executive support split.
Duties and Responsibilities:
Core Responsibilities Executive Assistant Scope (Professional)
- Act as a trusted extension of the executive, taking ownership of tasks and decisions independently.
- Translate vague or strategic instructions into structured plans, timelines, and execution.
- Anticipate needs, identify risks, and resolve issues proactively.
- Manage communications, priorities, and follow-ups to ensure nothing is missed.
- Present structured recommendations (e.g., travel options, plans) for executive review and approval.
Personal Assistant Scope (Personal & Family)
- Manage the executive’s personal life logistics, including appointments, events, personal travel, and day-to-day administration.
- Provide support to family members and relatives as required, including scheduling, travel, coordination, and issue resolution.
- Oversee personal services and vendors with discretion and efficiency.
- Support administrative needs such as visa processing and related documentation for family members.
Travel & Logistics (Professional + Personal)
- Plan and execute complex international travel across the U.S., Asia, and Europe, including large group trips involving family, staff, or associates.
- Manage itineraries, visas, accommodations, transport, and contingency planning.
- Handle last-minute changes calmly and decisively.
- Ensure all arrangements are pre-confirmed and aligned with executive preferences to avoid disruptions.
Contractor & Service Provider Management
- From time to time, manage and coordinate contractors and service providers on the executive’s behalf, including but not limited to:
- Concierge services
- Close Personal Protection (CPO / security)
- Drivers and transport providers
- Travel, hospitality, and lifestyle vendors
- Provide clear instructions, set expectations, coordinate schedules, and ensure services are delivered to the required standard.
- Act as the central point of coordination so the executive is not required to manage or intervene.
- Coordinate with globally distributed vendors across multiple regions and time zones.
Financial & Administrative Oversight (Preferred)
- Track and reconcile personal and professional spending, invoices, and reimbursements.
- Maintain organised financial records and summaries.
- Liaise with accountants, finance teams, and external providers as required.
Communication & Coordination
- Serve as a primary point of contact for both professional and personal stakeholders.
- Communicate clearly, confidently, and professionally across cultures and time zones.
- Ensure commitments are executed without executive follow-up.
- Actively identify and propose additional support needs or improvements.
Growth & Progression
- This role is designed to grow with the executive.
- Subject to performance, trust, and demonstrated leadership, the EA/PA may be promoted into a Manager or Chief of Staff role, with expanded responsibility over people, contractors, and operations.
Working Style & Traits
- Exceptionally organised, diligent, and detail driven.
- Comfortable operating across flexible hours and multiple time zones.
- Strong judgment and decision-making skills; trusted to act independently.
- Excellent written and verbal communication skills.
- Calm under pressure, reliable, and execution focused.
- Strong preference for candidates highly skilled in financial detail and accuracy (e.g., QuickBooks or similar exposure).
What Success Looks Like
- The executive does not need to manage, chase, or follow up on tasks.
- Personal, family, and professional matters run seamlessly.
- Contractors and service providers are coordinated effectively without executive involvement.
- The EA/PA operates as a self-directed operator with clear progression potential
- All activities are supported by complete and well-maintained documentation (e.g., receipts, records).
- High task accuracy rate with zero critical errors.
- Executive time maximized toward priority work.
- Inbound requests triaged independently.
- Key materials and plans prepared at least 48 hours in advance.
- Issues and conflicts resolved proactively.
Requirements
- Minimum 5+ years’ experience as a senior EA, PA, or Chief of Staff supporting founders, principals, or executives.
- University degree required.
- Proven experience managing both professional and personal affairs for high-net-worth or globally mobile individuals.
- Demonstrated ability to handle highly sensitive and confidential matters with discretion and sound judgment.
- Background in finance, accounting, bookkeeping or HR preferred.
- Exposure to HR or recruitment coordination is a plus.
- Willingness to work flexible hours aligned with global time zones.
- Strong numerical and communication skills required.
Job type: Permanent
Emp type: Direct hire; Full-time
Schedule: Monday to Friday; Schedule is flexible, aligned with Executive’s location (US, Europe, Asia); 9 hours/day including 1-hour break
Location: Remote/WFH
Industry: Vertical drama platforms
Expertise: Executive Assistant, C-Level Management, Travel Management, Personal Assistant, Financial Assistance