About the job
Role Overview
Join assist-world as an Executive Assistant / Personal Assistant to support a prominent leader in venture capital and a prestigious PhD program at Stanford University. You will manage intricate scheduling, oversee email communications, coordinate travel arrangements, and facilitate personal operations such as family logistics and vendor coordination.
In addition, you will assist with recruiting tasks including job postings and candidate screenings. Your ability to exercise discretion, work swiftly, and demonstrate sound judgment will be crucial to your success in this role.
Key Responsibilities
● Calendar & Scheduling
○ Manage complex calendars; schedule and confirm meetings; proactively resolve conflicts; prepare agendas and briefs.
○ Coordinate transportation, air travel, accommodations, and comprehensive travel itineraries.
● Family & Household Operations
○ Organize nanny schedules, school pickups, and family logistics.
○ Monitor home renovation projects, manage vendor relationships, budgets, and timelines to ensure smooth operations.
● Startup Support
○ Support recruiting efforts (sourcing, scheduling, candidate communications), payroll, vendor management, and basic contract administration.
○ Create and schedule social media posts while maintaining a content calendar.
● Execution & Accountability
○ Maintain tracking systems for tasks and deliverables; provide timely reminders and follow-ups.
○ Conduct weekly preparations to align on upcoming priorities and risks.
You Are
● Detail-oriented: You pay attention to the small things that matter.
● Resilient: You overcome challenges and find solutions.
● Open to feedback: You view constructive criticism as an opportunity for growth.
● Proactive: You don’t wait for instructions; you anticipate needs and act accordingly.
● Ambitious: You thrive on tackling difficult problems and continuously improve yourself.
● Trustworthy: You maintain confidentiality and follow through on commitments.
● Available for PST hours, including Sunday prep sessions.
● Proficient in English with strong oral communication skills.
Essential Skills & Tools
● Proficient in Google Workspace (Calendar, Meet, Gmail, Docs, Sheets, Drive).
● Experienced in coordinating travel, vendors, and complex schedules.
● Familiar with basic operations and finance tools (e.g., payroll platforms, expense management software).
● Ability to produce polished written communication, including emails and social media content.
Preferred Qualifications
● Previous experience as an Executive Assistant or Chief of Staff, particularly in high-growth environments.
● Knowledge of recruiting coordination and applicant tracking systems.