[Hiring] Executive Assistant / Personal Assistant @Assist World

Role Description

Seeking a highly organised, proactive Executive Assistant / Personal Assistant to take ownership of the founder's inbox, calendar, follow-ups, and day-to-day admin across both consulting work and personal life. This role requires someone who can help build the systems behind the independent practice (CRM, sales pipeline, scheduling, follow-up routines) to free up the executive's time for consulting and investing. This role starts part-time and is expected to grow into a full-time position.

Key Responsibilities

• Manage and triage a very high-volume Gmail inbox: sort, prioritise, archive, flag what needs attention, and draft or send replies.
• Own the Google Calendar across multiple time zones, including meetings, client and prospect interviews, and travel.
• Track to-dos and follow-ups, and send proactive reminders and nudges so nothing slips through the cracks.
• Communicate with contacts mostly as a third party (scheduling, coordination) and, where agreed, draft or send replies on the executive's behalf.
• Help set up the infrastructure for the new consulting practice: CRM, sales pipeline, follow-up tracking, and potential-client interview scheduling.
• Research CRM options and present the best options with pros and cons for a final decision.
• Handle personal admin, including booking appointments and chasing insurance companies and service providers until issues are resolved.
• Coordinate frequent international travel: flights, accommodation, itineraries, and calendar updates across time zones.
• Support research tasks, including first-pass research on nonprofits, potential consulting clients, and new investment opportunities.
• Use AI tools (e.g., Claude, ChatGPT) to speed up admin, and help set up simple recurring workflows and automations.

Qualifications

• 3+ years of experience as an Executive Assistant or Personal Assistant, ideally supporting a founder, consultant, or busy executive.
• Strong Google Workspace skills (Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs).
• Experience with at least one CRM (e.g., Affinity, HubSpot, Attio, Pipedrive) and building a simple pipeline from scratch.
• Excellent written English. Confident drafting emails in an executive’s voice and following up persistently but politely.
• Very organised and proactive. Comfortable in a startup-style setup where processes are still being built and can change quickly.
• Calm, structured, and reliable. Able to keep a busy executive on track without needing to be chased.
• Strong research skills, with the ability to summarise options clearly and make a recommendation.
• Nice to have: hands-on experience with AI tools (Claude, ChatGPT) and automations; any experience building AI agents is a bonus.
• Nice to have: exposure to nonprofit, philanthropy, consulting, or investment/VC environments.

Benefits

• $600 - $800 a month
• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus

Company Description

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.