Personal Executive Assistant VA

Job Summary:
We have an opening for an experienced Executive Assistant to provide high-level support to a founder juggling an early-stage business and a demanding personal life. You'll manage the calendar and inbox, plan travel, organize bills and invoices, and handle file management across both business and personal matters. We need a seasoned EA with prior experience supporting senior leaders, exceptional writing skills, discretion with sensitive information, and the ability to recommend smart tools and systems that keep everything running smoothly.

Key Responsibilities:

• Run the executive's calendar, scheduling meetings, setting reminders, and keeping business and personal commitments clearly organized
• Manage a shared calendar with a family member to coordinate schedules and prevent conflicts
• Triage the inbox, separating business from personal correspondence and flagging what needs attention first
• Arrange travel, including flights, accommodations, itineraries, and logistics
• Process routine bill payments from a designated account and keep invoices and bills organized
• Pull together statements and financial documents (e.g., credit card records) for the accountant
• Create and maintain a secure, well-organized file system for business and personal documents
• Recommend and configure tools and a tech stack for calendar, file management, secure document sharing, and task tracking
• Compose clear, professional correspondence on the executive's behalf
• Deliver end-of-day updates on completed tasks and upcoming priorities

Mandatory Skills:

• Several years as an Executive Assistant supporting senior executives or founders
• Excellent written English and the ability to write professional, natural-sounding correspondence without relying on AI-generated content
• Proven calendar, inbox, and travel management experience
• Background handling bill payments, invoices, and financial document organization
• Proficient in Google Workspace and/or Microsoft 365
• Strong discretion and a track record of handling confidential and financial information securely
• Diligent, detail-minded, and able to work without oversight
• Strong communication skills with a proactive, anticipate-the-need mindset

Preferred Skills:

• Experience recommending, setting up, and maintaining productivity tools and systems for an executive
• Working knowledge of secure file-sharing and password management tools (e.g., encrypted vaults, 1Password, LastPass)
• Background supporting startups or early-stage businesses
• Experience covering both business and personal (family office style) needs
• Experience supporting U.S.-based executives
• Ability to manage several projects and priorities in tandem

Why Join Us:
This is an opportunity to become a trusted right hand to an experienced leader who is building something new and exciting. You'll have real influence over how things are organized and which tools we adopt, with strong potential for the role to grow as the business does.