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ScaleJet
Our client, an international e-commerce company with a strong presence in the U.S. market, is looking for a proactive and highly organized Executive & Personal Assistant to support the Founder with both personal and business-related responsibilities.
This role combines executive support and personal assistance in a balanced 50/50 capacity and requires someone who can anticipate needs, stay ahead of priorities, and ensure day-to-day operations run smoothly behind the scenes.
The goal of this role is to reduce stress, eliminate friction, and create a more organized, efficient, and seamless environment for the Founder across both business and personal areas of life. The right candidate will take ownership of tasks proactively, protect the Founder's time and focus, and ensure that important details, deadlines, and responsibilities are handled with consistency and care.
The ideal candidate is highly organized, calm under pressure, detail-oriented, discreet, proactive, and capable of operating independently in a fast-paced founder environment. This role is best suited for someone with a strong growth mindset, a high level of ownership, strong problem-solving skills, and the ambition to continuously improve both personally and professionally.
Founder Daily Life Management
Manage the Founder's calendar and daily schedule.
Coordinate personal appointments and family-related logistics when needed.
Organize restaurant reservations, lifestyle services, gifts, errands, and vehicle-related coordination.
Book services and support household-related needs, including finding nannies or other household support when required.
Anticipate needs proactively and ensure the Founder's day-to-day life runs smoothly and efficiently.
The Founder's schedule runs smoothly with minimal interruptions.
No important appointments or deadlines are missed.
Tasks are handled proactively without repeated follow-ups or reminders.
Responsibilities are managed independently with high ownership and reliability.
Founder satisfaction, reduced stress, and improved daily efficiency.
Travel & Relocation Management
Coordinate flights, hotels, villas, apartments, and transportation arrangements.
Manage airport logistics, travel itineraries, and chauffeur or rental car bookings.
Handle travel-related issues, delays, cancellations, and claims.
Support visa applications and travel documentation processes.
Ensure accommodations are fully prepared and functional before arrival.
All travel is fully organized at least 48 hours before departure.
No missing reservations or travel documents.
Travel disruptions are resolved quickly and proactively.
The Founder spends minimal time dealing with travel logistics.
Medical, Legal & Administrative Coordination
Coordinate doctors, specialists, and medical appointments.
Work with lawyers, accountants, tax advisors, and other external professionals.
Support immigration, visa, and administrative processes.
Maintain organized records, files, and documentation.
Track renewals, paperwork, and important deadlines.
No missed deadlines related to documentation or renewals.
Documents remain organized, accessible, and up to date.
Fast and reliable coordination with external professionals.
Timely handling of urgent administrative matters.
Business Executive Support
Manage inboxes, communications, and follow-up tracking.
Coordinate meetings, leadership follow-ups, and project deadlines.
Support CRM tracking, KPI reporting, dashboards, and operational organization.
Coordinate communication with banks, accountants, legal teams, and financial institutions across multiple countries.
Organize and track tax filings, compliance deadlines, contracts, and financial documentation.
Ensure important business and legal documents remain properly organized and accessible.
Support the Founder with international administrative and operational matters.
Leadership follow-ups and action items are completed on time.
Meetings and operational workflows are well organized.
KPI reporting and operational tracking are accurate and timely.
No missed compliance, tax, or reporting deadlines.
Banking, legal, and administrative matters are handled proactively and efficiently.
Operational clarity and organization improve across the business.
Exceptional organizational skills.
High ownership mentality and proactive approach.
Strong communication skills and excellent English.
Emotional stability, professionalism, and discretion.
Ability to work under pressure and adapt quickly.
Strong problem-solving and execution skills.
Ability to anticipate needs and operate independently.
Positive, solution-oriented mindset.
Strong ambition, growth mindset, and desire for continuous improvement.
Experience supporting founders or executives.
Experience in e-commerce or fast-growing companies.
CRM knowledge.
KPI reporting and operational tracking experience.
International travel coordination experience.
Understanding of finance and administrative processes.
Success Metrics
The Founder feels calmer, more focused, and less overloaded.
Problems are solved proactively before escalation.
Daily operations become smoother and more organized.
The Founder spends significantly less time on logistics and administrative tasks.
Communication, accountability, and follow-through improve across both personal and business operations.
Create a smoother, calmer, more organized, and higher-quality operational environment for the Founder across both business and personal life.
Accounting, Administrative Skills, Airport Management, Banking Services, Business Operations, Business Support, Car Rentals, Car Reservation, Communication Skills, Continuous Improvement, Customer Relationship Management (CRM), Detail Oriented, Documentation, English Language, Executive Assistant Skills , Finance, Follow Through, High Reliability, Leadership, Legal, Legal Support Skills, Logistics, Logistics Management, Metrics, Operations, Organizational Skills, Performance Metrics, Plan Meetings, Problem Solving Skills, Process Improvement, Record Keeping, Reporting Dashboards, Restaurant, Software Administration, Tax Accounting, Time Management, Travel Planning, Visa Applications, Willing to Travel, eCommerce
ScaleJet
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