Personal Assistant

Job Description

Overview

ivy has partnered with a dynamic, high-performing CEO who leads a multi-national organization and balances a full portfolio of professional, personal, and philanthropic priorities. She manages a full slate of professional, personal, and community commitments that demand focus, organization, and adaptability.

She's seeking a proactive, trustworthy, and highly organized Personal Assistant who can manage the details that keep her life and work running smoothly.

This is a hands-on, varied role suited to someone who thrives on independence, values discretion, and enjoys creating systems and structure. One day you might be coordinating a home project or vendor visit; the next, researching nonprofit partners, scheduling travel, or organizing documents and events.

The ideal candidate is a highly organized, trustworthy professional who brings initiative, warmth, and practical judgment to everything they do. They take pride in staying one step ahead, anticipating needs, and turning open-ended requests into completed tasks.

Key Responsibilities

Research

• Conduct research for personal and professional projects, such as home vendors, travel, gifts, medical providers, new property locations, or nonprofit initiatives.
• Provide clear summaries and recommendations for decision-making.

Household Management

• Oversee household service providers, including cleaners, gardeners, handypersons, and maintenance vendors.
• Create and maintain a home maintenance calendar, vendor contact list, and system for ongoing upkeep.
• Coordinate minor home improvement or renovation projects - sourcing trades, managing quotes, timelines, and ensuring completion to standard.
• Walk through the property regularly to identify needed repairs, maintenance issues, or cosmetic improvements.
• Organize spaces (closets, storage, office, etc.) and ensure the home remains functional, tidy, and ready for upcoming transitions.
• Manage pet logistics as needed (appointments, supplies, etc.).

Personal Projects & Household Project Management

• Lead special household projects from conception to completion (e.g., attic clear-outs, home prep for sale).
• Hire and coordinate professionals, track progress, and ensure projects are executed to completion.
• Liaise with realtors, movers, and contractors; manage packing, donations, timelines, and checklists.
• Identify and act on opportunities for improvement across the household environment.

Life Administration

• Build simple systems to organize personal paperwork, renewals, and digital files.
• Manage receipts and expense tracking; provide summaries to accountant/bookkeeper.
• Maintain calendars for renewals, warranties, memberships, and personal appointments.
• Support occasional administrative tasks such as document formatting or presentation preparation.

Business-Related Support

• Provide light administrative or research assistance for professional projects.
• Example: sourcing information for a presentation, creating or formatting PowerPoint slides, or gathering details for business initiatives.
• Support coordination for business-related travel, board activities, and events as needed.

Nonprofit Support

• Assist with tasks connected to personal and business-related nonprofit initiatives.
• Examples include researching new nonprofit opportunities, potential partners, or grant opportunities.
• Support planning or coordination for related events or activities.

Correspondence & Gifting

• Track birthdays, special occasions, and milestones for key contacts.
• Assist with gift sourcing, ordering, and sending cards or thank-you notes as needed.

Calendar & Scheduling

• Own the personal calendar - medical, wellness, family/friends, events, and reservations.
• Optimize scheduling for efficiency and ensure reminders are tracked and communicated.

Errands & On-Site Support

• Run local errands, coordinate deliveries, and supervise vendors on-site.
• Willingness to assist physically with organizing, packing/unpacking, or light lifting when needed

Qualifications and Attributes

• Demonstrated experience in a personal assistant, household manager, or executive support role, ideally supporting a senior leader or entrepreneur.
• Proven ability to manage multiple projects independently and maintain confidentiality at all times.
• Highly organized and systems-minded, with a knack for bringing order to complex or changing environments.
• Strong written and verbal communication skills; comfortable drafting emails, summaries, or research briefs.
• Tech-savvy, with proficiency in Google Workspace, Excel, and task or project tools.
• Calm, adaptable, and solutions-oriented, with a natural sense of accountability and follow-through.
• Comfortable managing vendors, trades, and service professionals.
• Valid driver's license and vehicle for errands and site visits (mileage reimbursed).

Hours and Compensation

This role is designed for approximately 15 to 20 hours per week, with flexibility for the right candidate. Work will include a mix of on-site time for errands, vendor coordination, and household oversight, along with remote administrative support. The position will be hourly, at a rate of $35-$40 per hour depending on experience.