Job Description
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.
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
