Admin Support Assistant

Job Summary: I'm looking to hire a highly organized and detail-oriented Personal Assistant to take ownership of my day-to-day administration. This role covers calendar and appointment management, inbox organization, document filing, and preparing and tracking paperwork through to completion. The ideal candidate is meticulous, dependable, and comfortable working directly with one person rather than inside a large corporate structure.

Key Responsibilities:

• Manage and maintain a busy personal calendar, scheduling and rescheduling appointments as priorities shift
• Coordinate and confirm appointments with third parties by email and phone
• Organize and monitor the inbox — sorting messages, flagging priorities, and drafting replies for review
• Set up and maintain calendar events, reminders, and recurring commitments so nothing is missed
• Prepare and file year-end paperwork and recurring administrative tasks ahead of deadlines
• Prepare, submit, and track insurance claims through to resolution, following up on outstanding items
• Build and maintain a clean, logical digital filing system for documents, receipts, and records
• Track open items and follow up proactively without needing to be chased
• Handle ad hoc personal administrative requests and online research as they come up

Mandatory Skills:

• Proven experience as a personal assistant, executive assistant, or administrative assistant
• Strong calendar and appointment management skills, including coordinating across time zones
• Confident inbox management and the ability to draft clear, professional correspondence
• Exceptional attention to detail — accuracy with dates, names, numbers, and documentation is the single most important quality for this role
• Comfortable handling sensitive personal and financial information with complete discretion
• Experience with digital document organization and filing (Google Drive, Dropbox, or similar)
• Working knowledge of Google Workspace and/or Microsoft Office
• Reliable, detail-oriented, and able to work independently
• Strong written and spoken English communication skills

Preferred Skills:

• Experience filing or tracking insurance claims, reimbursements, or other paperwork-heavy processes
• Background supporting an individual or private household rather than a corporate team
• Familiarity with online portals, forms, and document submission systems
• Basic expense tracking or bookkeeping experience
• Ability to manage multiple ongoing tasks and deadlines simultaneously
• Proactive problem solver who anticipates needs before being asked

Why Join Us: This is a close, one-on-one working relationship where your work has a visible and immediate impact. You will be trusted with real responsibility from the start, with clear guidance early on and increasing independence as you settle in. If you take pride in being the person who keeps everything running smoothly, this role is a strong fit.