Personal Assistant to Owner

Our client, a luxury boutique business centered on hospitality and lifestyle projects in Uluwatu, Bali, is currently seeking a highly organized, proactive, and trustworthy Personal Assistant to support the Owner with day-to-day personal and business operations. In this role, you will bring structure into a fast-moving environment by managing multiple projects, coordinating complex schedules and travel, handling business communications, and overseeing daily administrative workflows.

Requirements:

• Minimum of 2 years of experience as a Personal Assistant, Executive Assistant, Chief of Staff, preferably supporting an entrepreneur or founder.
• Excellent written and spoken English skills with the ability to communicate professionally with senior executives, investors, lawyers, and business partners.
• Strong digital literacy, with high proficiency in email management, calendars, Google Workspace, modern online tools, and AI tools (such as ChatGPT).
• Extremely reliable, detail-oriented, and discreet when handling confidential personal and business information.
• Proactive mindset with the ability to work independently, prioritize tasks, and manage multiple projects simultaneously in a fast-paced environment.
• Proven track record in managing complex schedules, cross-time-zone meetings, and international travel logistics.
• Strong organizational and problem-solving skills, with a focus on bringing order to dynamic workflows.
• Based in Bali and able to work on-site in Uluwatu approximately 1–2 days per week.
• Experience handling both personal and business administration is a strong advantage.
• Basic knowledge of German is a plus, but not required.

Key Responsibilities:

• Manage and organize incoming emails, prepare replies, follow up on open topics, and keep the inbox structured and manageable.
• Oversee and manage the Owner's calendar, coordinate meetings across different time zones, and ensure all relevant links and documents are available prior to appointments.
• Maintain a clear system to track open tasks, deadlines, and follow-ups, reminding the Owner of important decisions and outstanding items.
• Turn informal conversations, emails, and WhatsApp messages into actionable tasks and clear follow-up steps.
• Coordinate travel arrangements, including flights, accommodation, transfers, and detailed travel itineraries, handling any changes smoothly.
• Act as the primary point of contact and coordinate seamlessly with business partners, internal team members, family staff, drivers, and external service providers.
• Provide comprehensive administrative support, including preparing simple documents, meeting notes, summaries, and assisting with personal logistics and reservations.
• Follow up with lawyers, accountants, consultants, and team members to ensure all deliverables and information requests move forward seamlessly.
• Identify process gaps and proactively solve daily operational issues to ensure no important details or deadlines are missed.