Executive Assistant – Household and Business Operations

This is a fully remote position, open to applicants in Colombia, +5 more countries.

📋 Description

• Oversee the management of calendars, emails, meetings, and communications for the principal regarding firm activities.

• Collaborate with investors, operators, attorneys, accountants, consultants, and external associates.

• Compose correspondence, prepare materials for meetings, and monitor follow-ups across various business units and projects.

• Keep organized digital files, including investment memorandums, NDAs, contracts, and due diligence materials.

• Supervise and coordinate the efforts of a part-time remote assistant.

• Reconcile receipts and handle expense tracking through Amex, QuickBooks, Expensify, or Ramp.

• Prepare documentation for tax submissions, estimated payments, and liaise with accountants and attorneys.

• Manage vendor invoicing, pricing negotiations, and coordination with service providers.

• Research and arrange business and family travel, including flights, accommodations, car rentals, and activities.

• Create detailed itineraries and manage packing lists, baby gear, schedules, and nanny logistics.

• Oversee home operations, including maintenance schedules, inventories, and vendor agreements.

• Coordinate childcare logistics, family appointments, and personal scheduling for the household.

• Source and assess nannies, educational specialists, health professionals, and other family support services.

• Handle returns, resolve customer service issues, and ensure vendor follow-ups are completed.

• Plan and execute personal, family, and corporate events from start to finish.

• Manage venues, reservations, transportation, custom orders, catering, communications, RSVPs, gifting, and celebrations.

• Research educational institutions, childcare options, insurance plans, home services, and firm requirements.

• Compile research into actionable summaries with recommendations.

• Take ownership of ad hoc projects from inception to completion and maintain a relationship index of key contacts.

• Utilize Claude, ChatGPT, and other AI tools for research, drafting, planning, and problem-solving.

• Develop and manage light automations using Zapier, Notion, or Google Apps Script.

• Maintain systems across Notion, Google Workspace, and Microsoft Office.

• Identify productivity tools that minimize manual overhead.

⛳️ Requirements

• A minimum of 5 years in a senior executive assistant, chief of staff, family office, or private household management position.

• Demonstrated experience supporting a principal in both business operations and personal or family matters concurrently.

• Practical experience in expense tracking, vendor invoicing, and preparing accounting and legal documents.

• Strong background in managing household and family operations, vendor relationships, childcare coordination, and logistical planning.

• An ownership mentality with the ability to independently see tasks through to completion.

• Sound judgment regarding when to take initiative and when to seek guidance.

• Exceptional written and verbal communication skills in both professional and personal contexts.

• Proficiency with AI tools such as Claude or ChatGPT.

• Competence in Notion, Google Workspace, and Microsoft Office.

• Comfortable making phone calls, negotiating with vendors, and managing logistics under pressure.

• High level of discretion, dependability, and attention to detail.

• Ability to meet high-availability expectations and respond outside of standard hours.

• Familiarity with private equity, finance, or professional services environments is preferred.

• Experience in coordinating household staff, including nannies or property managers, is preferred.

• Background in high-touch travel coordination or event planning is preferred.

• Experience in building light automations with Zapier or similar tools is preferred.

• An updated resume is required for application.

• A short 1–2 minute Loom video is required; only candidates who submit one will advance to the next stage.

🏝️ Benefits

• Compensation in USD, paid bi-monthly on the 15th and 30th.

• Paid Time Off in accordance with company policy.

• Holiday observance as per company guidelines.

• Fully remote work environment.

• Direct access to a principal who operates swiftly, trusts deeply, and avoids micromanagement.

• A long-term position with genuine ownership and opportunities for growth as the firm and household expand.