Personal Assistant - In-Person

at  Aviaras

We are looking for a highly driven and creative Personal Assistant who is more than just a support role; you are a proactive, critical thinker acting as an extension of an executive. Your primary mission is to function as a “second brain,” understanding the complexities of an executive’s mindset and proactively streamlining processes and decision-making to enhance efficiency.
In this role, you will join a team of 2-3 Executive Assistants supporting a busy family with both personal and professional tasks. Your responsibilities will evolve and expand as you grow within the role.

REQUIREMENTS

Technical Skills

• Minimum of 3 years’ experience in an assistant role or a related field, with a proven track record of managing executive schedules and tasks.
• Proficiency in office management software such as Microsoft Office Suite and Google Workspace.
• Familiarity with project management tools and collaboration platforms like Notion, Asana, and Slack.

Soft Skills

• Exceptional communication skills, both verbal and written, tailored to effectively match the nuances of various stakeholders.
• Strong organizational and time-management skills, capable of managing multiple priorities simultaneously.
• Critical thinking and decision-making abilities under pressure, maintaining professionalism and poise.

Mentality

• Adopt a “second-brain” approach, constantly anticipating the needs of the executive and taking initiative to address issues before they arise.
• Comfortable with a high degree of autonomy and empowered to make substantial decisions.
• An exemplary communicator who thrives in a remote working environment, understanding the critical importance of transparency and constant communication in such settings.

What We Value Most

• Availability: Quick response times (within 10 minutes) during working hours.
• Accuracy: Consistently providing realistic estimates on task durations and meeting deadlines.
• Speed: Efficiently executing tasks without compromising on quality.
• Autonomy: Capable of working independently and being resourcefully proactive in problem-solving.

Personal Assistance

• Serve as a proxy for the executive, effectively managing communication and decision-making processes to ensure that their interests are represented with integrity.
• Maintain and manage the executive’s schedule, ensuring efficient time management and prioritization of tasks, balancing both personal and professional commitments.
• Handle confidential information with the utmost discretion, ensuring privacy and security in all communications and documentation.

Communication and Collaboration

• Ensure clear and constant communication of plans, thoughts, and actions to the executive team, maintaining transparency across all channels.
• Collaborate closely with other assistants and team members, fostering a unified approach to task and project management.
• Actively participate in team meetings, providing valuable ideas and feedback aimed at enhancing team performance and achieving collective goals.