Executive Assistant (Personal and Business) (BBS839)

Hire Overseas

8d•Remote

About The Position

We're looking for an Executive Assistant to support a founder and their family across personal administration, scheduling, household coordination, and eventually business operations. This role starts on the personal side and grows into business support as trust is established. The founder runs a fast-moving operation and has documented systems for most recurring tasks including travel preferences, ordering habits, decision-making processes, and family logistics. Your job is to access those systems, execute from them, and proactively take things off the plate without being asked twice. This is not a role for someone who waits for instructions. The ideal hire is confident stating what they need, takes full ownership of their tasks, and knows how to use AI tools including Claude Cowork as a real part of how they work. If you are proactive, organized, discreet, and comfortable scaling from personal logistics into business support over time, this role is a strong fit.

Requirements

Proven experience as a personal assistant, family EA, household manager, or similar role supporting a high-trust principal
Genuinely proactive — comfortable taking ownership of tasks, stating what you need, and moving without waiting for detailed direction
Comfortable making outbound calls during US business hours to schedule appointments and coordinate logistics on behalf of others
Familiarity with Claude Cowork or strong willingness and aptitude to learn it quickly — AI fluency is expected for this role
Excellent written and verbal English communication skills
Discreet, reliable, and highly organized with strong attention to detail across scheduling, documentation, and coordination tasks
Comfortable working within established systems and documented preferences rather than building from scratch
Available during US Pacific Time business hours

Nice To Haves

Experience supporting both personal and business operations for a founder or executive
Familiarity with Claude Cowork or similar AI workflow tools
Background coordinating household staff, childcare logistics, or family scheduling
Experience supporting social event planning or community hosting
Prior experience scaling from personal EA into business operations or chief of staff adjacent work

Responsibilities

Make outbound calls during business hours to schedule appointments for the founder, family members, and household contacts
Coordinate across multiple calendars including the founder, partner, childcare, and family schedules to keep everything synced
Set up medical, personal, and professional appointments and ensure all logistics are confirmed and communicated
Manage scheduling conflicts proactively and keep everyone informed without requiring follow-up
Coordinate with household staff including nanny scheduling and communication
Handle recurring household logistics such as meal ordering, household supply management, and vendor coordination using documented preferences and systems
Support family event logistics including social dinners, community events, and gatherings
Assist with baby and family-related administrative tasks as needed
Access and operate within established systems and shared documentation to execute tasks consistently with documented preferences
Use existing decision-making frameworks and preference logs rather than asking repeated clarifying questions
Help maintain and improve documentation so the systems stay current as preferences evolve
Leverage Claude Cowork and other AI tools to work faster and more accurately across all tasks
Use Claude Cowork daily as a core part of how tasks are planned and executed
Apply AI tools to automate or streamline recurring administrative tasks
Support the founder in teaching and refining how AI tools are used across their personal and business operations
As trust is established, take on increasing responsibility on the business side of operations
Support the founder with business scheduling, communications, project coordination, and other executive support tasks
Function increasingly as a business partner or chief of staff adjacent resource over time