Personal Assistant

About this opportunity

This is a support role for a busy founder and changing business priorities. The right candidate anticipates needs, makes sound decisions, protects private information and keeps commitments moving across time zones. Technology and AI fluency support the work; discretion and judgment are essential. This is separate from the private-employer Jacksonville household/content vacancy.

Hours and arrangement

Working hours, time-zone overlap and engagement terms will be confirmed during screening.

What you will do

• Manage appointments, meeting requests, reminders, time-zone conversions and conflicts; protect focus time and follow through on commitments.
• Coordinate travel research, itineraries, bookings, changes and contingency plans with approvals, confirmations and organized records.
• Track personal and professional action items, deadlines, recurring tasks and follow-ups; maintain checklists and concise status updates.
• Prepare agendas, meeting notes, correspondence, summaries and organized documents with appropriate review.
• Communicate with teams, vendors and external contacts; escalate sensitive, urgent or ambiguous matters.
• Use Outlook, Teams, Calendly, Notion, documents, spreadsheets and approved communication tools effectively.
• Use ChatGPT and approved AI tools for appropriate drafting, organization or research with accuracy checks and confidentiality safeguards.
• Handle private records and access securely; never share credentials or make unauthorized purchases or commitments.
• Anticipate changes, troubleshoot disruptions calmly and propose realistic alternatives when priorities compete.

Experience and requirements

• Demonstrated administrative, personal-assistant, executive-assistant or comparable high-trust coordination experience.
• Excellent organization, written communication, attention to detail, reliability and discretion.
• Strong calendar management, time-zone coordination, travel planning and task-follow-up skills.
• Independent prioritization with approval for money, privacy or significant commitments.
• Comfort with digital task systems, Microsoft 365 or equivalent tools and responsible AI-assisted productivity.
• Examples of protecting confidential information and solving complex logistics problems.

Additional advantages

• Experience supporting founders, executives or distributed teams.
• Familiarity with Notion, Tally, Calendly, Teams, Canva and AI productivity tools.
• Experience creating repeatable administrative processes and decision-ready briefs.

What to include

Describe a complex scheduling or travel disruption you resolved, how you prioritized needs and protected confidentiality. Explain the tools used and your level and duration of experience.