Job Details

About the Role

Client is a busy consultant who travels frequently and juggles a home, a dog, and an active personal and social life. Her work side is well-handled with existing systems; what she needs now is a Personal Assistant (PA) to help her stay on top of personal admin, logistics, and relationships so nothing falls through the cracks. This is not a corporate EA role – it's a personal-life-focused PA position.

You will help organize her life behind the scenes: from finding doctors and coordinating appointments, to planning travel, to organizing her Google Drive and personal records, to helping her maintain friendships and host small gatherings.

The role starts on a part-time basis (10–20 hours/week) with flexibility to adjust scope as needs become clearer.

Key Responsibilities

• Personal Admin & Research (Healthcare / Life Logistics)
  • Research and shortlist new primary care doctors and specialists:
    • Ensure they are in-network, accepting new patients, and fit stated criteria.
    • Present clear options with pros/cons or key details.
  • Call doctor's offices to:
    • Act on Celia's behalf (where appropriate) to schedule appointments.
    • Obtain or confirm information (e.g., records, requirements, forms).
  • Compile and organize personal medical records, including:
    • Vaccination history (e.g., confirming dates like last tetanus shot).
    • Other health-related information needed for new providers.
  • Support with other personal life logistics that require online research, forms, or calls.
• Travel Planning & Itinerary Support
  • Assist with planning trips and local getaways, including:
    • Research destinations, dates, and options based on preferences.
    • Book reservations (e.g., restaurants, tickets, activities) in advance.
  • Build simple itineraries (who/what/where/when) that are easy to follow.
  • Ensure trips are structured and pre-planned, so Celia can focus on being present rather than managing logistics.
• Household & Vendor Coordination
  • Help with home-related tasks such as:
    • Researching and shortlisting providers (e.g., contractors to inspect/repair a leaking garage roof/skylight).
    • Requesting and tracking quotes, following up with vendors, and coordinating next steps.
    • Pre-coordinate details before in-person visits (you handle the logistics; Celia handles the on-site access and final decisions).
    • Maintain a simple tracker (e.g., spreadsheet or task board) for ongoing home projects and follow-ups.
• Digital Organization & Records Management
  • Clean up and organize Celia's Google Drive:
    • Create logical folder structures.
    • Consolidate scattered files, documents, and personal records.
    • Help build a single, clear record of important personal information (e.g., vaccines, insurance, key documents).
    • Maintain simple systems so information is easy to find later.
• Relationship & Social Life Management
  • Help Celia be intentional about friendships and social connections, including:
    • Keeping a light system or list of key friends / contacts and preferred cadence (e.g., monthly/quarterly check-ins).
    • Coordinating and scheduling friend hangouts and calls, including long-distance connections.
    • Assist with local activity planning in the San Francisco Bay Area:
      • Research fun, aligned activities Celia can do with friends.
    • Support in planning casual gatherings, such as:
      • A holiday gift-wrapping or charcuterie night.
      • Drafting/sending digital invitations.
      • Coordinating supplies (wrapping paper, snacks, charcuterie orders, etc.).
      • Ensuring things are ordered and organized so Celia can “just show up and enjoy.”
• Optional / Nice-to-Have Responsibilities
  • Light first-pass personal finance admin, such as entering W-2 information or basic data into TurboTax or similar (not filing taxes; just data entry/prep).
  • Light personal social media support (e.g., Instagram or similar) focused on helping maintain a simple, “newsletter-style” presence about what Celia is working on or caring about.

Tools & Communication

• Tools you may use (or learn quickly):
  • Google Workspace (Gmail, Google Calendar, Google Drive, Docs, Sheets)
  • Messaging/communication tools (e.g., iMessage, WhatsApp, Zoom, Slack, as agreed)
  • Basic task/notes tools (e.g., Google Docs/Sheets, Notion, or similar – flexible)
  • Online booking and vendor platforms (doctor's portals, reservation sites, etc.)
• Communication:
  • Work largely remote & digital, communicating via channels agreed during onboarding (e.g., email + messaging + occasional calls).
  • Help maintain a shared list/board of tasks and priorities.

Must-Haves

• 3+ years of experience as a Personal Assistant, Executive Assistant, or similar supporting an individual with scheduling, research, and life logistics; vendor coordination and follow-ups.
• Excellent spoken and written English; comfortable and confident calling US-based businesses and doctor's offices on the client's behalf.
• Strong organizational skills and comfort with online research, complex comparison, and summarizing options clearly.
• High level of discretion and professionalism handling personal information (medical, financial, and personal life details).
• Ability to work PST hours for agreed blocks of time, with some flexibility to accommodate “waves” of tasks.
• Proactive, detail-oriented, and able to keep track of open loops (follow-ups, quotes, appointments, next steps).

Nice-to-Haves / Preferences

• Female candidate preferred, due to occasional calls where representing the client may be helpful.
• Experience as a family PA / household PA / lifestyle manager.
• Comfort with light personal finance admin (e.g., entering data into tax software under guidance).
• Experience supporting with social event planning (small gatherings, informal events).
• Familiarity with basic social media posting (not strategy-heavy).

Client Location / Time Zone

San Francisco Bay Area – Pacific Time (PST)

Hours: Part-Time – 10 or 20 hours/week (start with 10; potential to increase to 20)

Focus: Personal life administration, travel planning, relationship & household management

Salary

$400 - $600 a month

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $300 tenure bonus every 6 months
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM