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Awesome Role for an Experienced Personal Assistant [Full-Time Remote Role]

Full Time

Salary: Negotiable

Admin Assistant Email Management Bookkeeping Project Management English - speaking English - writing

Great opportunity for a smart person wishing to work directly with a multi-business entrepreneur in a stable, interesting and growth-oriented job!

Hello, I’m Mike, the founder of two companies, ResultStory and Expat Wealth Advice and have a busy personal schedule outside of work too.

I’m currently hiring an experienced Personal Assistant to work closely with me, covering tasks for both businesses and my personal admin.

It’s a fully remote, full-time position. Pay will be between USD 800 to USD 1200 per month depending on experience. 

You need to be able to work business hours based on GMT+1 time Monday to Friday. Plus you need to be able to join me for a couple of evening Zoom calls each week to fit with clients who are on US time-zones (you can take the hours back by finishing early on another day).

You are a perfect fit for the job if...

You have at least 2 years of experience working as a Remote Personal Assistant - this is a mandatory requirement for the role.

The basics are that you need to have excellent fluency in spoken and written English, are dependable (you always show up on time) and you are trustworthy. You also need to be flexible to embrace changes in your role and the businesses you support over time.

Beyond these basics, your special ninja skills should be these 4 things:

(1) You are SUPER ORGANIZED

  • Your friends laugh at you because your books are ordered alphabetically on your shelves

  • You can’t sleep if every task inside your projects doesn’t have a due date

  • You have a spreadsheet of all your personal expenses which you update each month

  • You may have been known to put a sticker with an expiration date on food you’ve cooked and frozen

  • You like Gantt charts

(2) You are a TECH WIZARD

You do not need to be able to code but you need to be great at using software...

  • You could make a zap between a google form and a CRM in less than 20 minutes

  • You have used most of: Slack, Trello, Asana, Buffer, Typeform, Notion, Evernote, Wordpress, Calendly

  • You know what a DNS record is

  • You could embed a calendly meeting booking iframe in a wordpress page easily

(3) You are a PROBLEM SOLVER

  • You get a buzz out of getting to the bottom of a problem and finding a solution, no matter how long it takes

  • Even if you need to check with me, you will always at least have a suggested solution ready to recommend

(4) You pay ATTENTION TO DETAIL

  • You check twice to make sure you aren’t spelling someone’s name wrong in an email 

  • You don’t assume someone else will check your work for errors - you own getting things correct, first time

  • If you do make a mistake, you are honest about it and make a plan as to how you can avoid the same mistake in future

 This position is NOT for you if...

  • You do not have at least 2 years of experience working as a Remote Personal Assistant

  • You are not extremely fluent in English

  • You are not organized

  • Technology freaks you out. You’re afraid of technology, apps, computers, software, etc.

  • You don’t double-check your work and emails, often making small mistakes

  • You don’t like fixing things, you prefer to just pass any problems onto your manager and let them come up with the solution

  • You don’t like change

  • You get easily flustered by a lot of things going on at the same time

  • You’re defensive, argumentative and blame others or the software you are using when things go wrong

  • You’re not an open communicator. You’re afraid to voice your opinion or afraid to ask questions

  • You have personal drama and like to gossip

  • You consider yourself more of a creative free spirit, more than an organized technology lover who loves to get things done

  • You can’t commit to the required working hours

  • You only want a stop-gap role and can’t commit to this as a long-term role for you

  • You don’t have good, consistent internet and a dedicated space to work from

  • You plan to be working while watching small children at the same time, without childcare help.

Responsibilities could include:

BUSINESS SUPPORT TASKS

  • Reading, monitoring and responding to my emails

  • Organizing my tasks and managing projects

  • Creating systems and researching software to improve processes

  • Writing and updating processes 

  • Updating a sales pipeline

  • Reaching out to potential customers

  • Drafting of correspondence on my behalf

  • Diary management: planning and organizing meetings

  • Preparing sales proposals

  • Attending Zoom meetings: writing meeting minutes and actioning followups

  • Connecting two pieces of software using a zap

  • Embedding iframe HTML for software into a WordPress page

  • Preparing documents for meetings

  • Conducting research

  • Preparing presentations

  • Configuring Zoom settings and writing it down as a process

  • Book-keeping

  • Logging key business metrics (KPIs) and individual team member KPIs

  • Running monthly team member payments

  • Co-ordinating recruitment of freelancers and team members

  • Helping onboard new freelancers and team members: process guides they’ll need, software access, collecting their information

  • Liaising with accountants, lawyers and other advisers

  • Setting up software we purchase and resolving any software usage issues 

PERSONAL SUPPORT TASKS

  • Organizing travel 

  • Co-ordinating with my local assistant where Portuguese language is required (I live in Portugal)

  • Organizing local dentists / doctors appts

  • Monitoring and paying household bills and fixing any issues

  • Organizing government papers

  • Organizing insurances

  • Ordering food and other items

  • Researching gifts for friend and family birthdays and celebrations

Interested?

Apply here on JobRack and:

  • Explain why you think you are suitable for this role (make it specific please)

  • Confirm your location, expected pay, what work hours you will be available and when you could start 

  • Attach your CV

  • Let us know your email address so we can contact you :)

If selected for the next step in the selection process, I'll personally be in touch. 

I'll close the listing as soon as I find a great candidate - so please apply ASAP or risk missing out.

Thank you for reading all the way to the end :)

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