World‑Class Personal Assistant Part‑Time (10 hrs./week, up to 40 hrs./month; may grow)
// Location: Remote – UK hours preferred //
About UsYou’ll be supporting Rachael and Paul Davis – award‑winning property entrepreneurs (Live Collective HMOs & BTLs) www.livecollective.co.uk and founders of Cybersussed www.cybersussed.com (cyber‑security for small businesses). You’ll split your time between personal‑life management and business inbox/administration across both portfolios. You will need to liaise with other team members in the course of your duties.

MUST‑HAVE SKILLS & EXPERIENCE

• Proven PA Background: Minimum 2 years supporting C‑suite executives or entrepreneurs.
• Email & Calendar Tools: Expert with Outlook/Gmail, robust knowledge of filters, labels, scheduling assistants.
• Task Management Platforms: Daily driver of Asana, Trello, or equivalent.
• Communication: Crystal‑clear written and spoken English; confident liaising at all levels.
• Tech‑Savvy: Microsoft Office (Word, Excel pivots, PowerPoint), Google Workspace, basic CRM familiarity.
• AI Tool Proficiency: Working knowledge of ChatGPT and other AI assistants or automation tools for drafting, research, and productivity.
• Cyber‑Security & IT Hygiene: Maintains a secure, up‑to‑date computer with regular OS and software patches, active antivirus/antimalware, firewall enabled, use VPN for remote connections, and encrypted storage for sensitive files.
• Password & Access Management: Familiar with password managers, two‑factor authentication, and secure Wi‑Fi practices.
• Time & Priority Mastery: Juggle competing deadlines, pivot without fuss, and deliver on time, every time.
• Discretion & Trustworthiness: Comfortable handling highly confidential data and an awareness of GDPR rules in UK
• Attention to Detail: Committed to zero‑error outputs and polished presentation.
• Customer Service Mindset: Proactive anticipation of needs, friendly stakeholder engagement.

• Inbox & Email Management
• Achieve a 24‑hour SLA on all incoming emails; tag, route, draft responses, escalate urgent items. Take responsibility for inbox related work
• Ensure “Director Requests” (anything flagged by Rachael/Paul) are acknowledged within 2 hours and actioned within 1 business day.
• Action all emails bring to attention the urgent for directors’ action
• Proficient using AI tools to write professional emails
• Diary & Calendar Control
• Coordinate all personal and business appointments, travel, and accommodation end-to-end.
• Proactively identify and resolve scheduling conflicts; provide daily “Agenda Brief” by 5 pm on next day.
• Liaise with property virtual assistant on diary management
• Personal Errands & Domestic Support
• Weekly meal‑planning and meal‑kit/food shopping.
• Book household services (repairs, medical, school events, etc.) and manage follow‑ups.
• Holiday planning and booking
• Vendor & Stakeholder Liaison
• Act as gatekeeper: contractors, suppliers, clients, school contacts
• Prepare briefing notes, meeting agendas, and follow‑up action lists.
• Liaise with the property VA who looks after tenants
• Potential to manage property VA
• Systems & Reporting
• Maintain digital filing, update systems (financial mortgage docs), and Asana
• Produce, review and check all excel management reports
• Operation manual updates
• Continuous Improvement
• Recommend, design and implement new process workflows, automations or tools to streamline tasks. Using AI to improve speed of delivery
• Document processes for handoff to other VAs as the team scales.