Personal & Family Administrative Virtual Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee and refresh personal and family calendars

• Monitor children's activities, appointments, lessons, and any schedule alterations

• Proactively identify and flag potential scheduling conflicts

• Collaborate with nannies, drivers, household staff, and other pertinent contacts

• Ensure necessary arrangements are confirmed prior to appointments or activities

• Revise schedules when plans change and guarantee that everyone has the correct information

• Actively follow up on pending personal items

• Keep track of appointments, action items, and scheduling-related requirements

• Provide clear updates on completed tasks as well as outstanding items

• Highlight issues or decisions that need direct client involvement

• Assist in preparations for upcoming travel or scheduling adjustments

• Uphold confidentiality and discretion regarding personal and family information

• Follow up with the Pilates Studio Manager for needed reports or updates

• Monitor basic reporting deadlines and organize studio-related information

• Incorporate key studio items into recurring status summaries

• Escalate operational issues to the client instead of managing the business independently

• Deliver a concise weekly summary of personal and studio matters needing attention

• Emphasize upcoming appointments, unresolved issues, scheduling conflicts, and pending decisions

• Maintain an organized list of open follow-ups and next steps

• Provide support to a busy executive and family based in Dubai as an independent contractor

⛳️ Requirements

• Previous experience as a Personal Assistant, Executive Assistant, or in a similar administrative role is strongly preferred

• Proficient calendar and scheduling experience is essential

• Experience in supporting executives or busy professionals is highly preferred

• Strong organizational and follow-up skills are essential

• Excellent written and spoken English communication skills

• Comfortable coordinating with household staff, service providers, and other contacts

• Experience in managing travel or family logistics is advantageous

• Familiarity with light business or owner support is a plus

• Highly organized and proactive

• Exceptional calendar-management abilities

• Capable of anticipating scheduling conflicts before they arise

• Comfortable with independently following up with multiple individuals

• Professional and discreet demeanor

• Strong communicator with excellent follow-through

• Able to work with minimal supervision once routines are established

• Comfortable providing support to a busy executive and family

• Trustworthy with sensitive personal information

• Familiarity with family calendar/scheduling platforms

• Knowledge of Google Workspace or similar productivity tools

• Proficient in email and messaging platforms

• Near-native or native English accent required (Level A-B)

• Availability for 20 contracted hours per week, Monday through Friday, during mid-morning to mid-afternoon Dubai Time

• Preferred region: Philippines / time-zone-compatible regions

🏝️ Benefits

• Competitive compensation rates

• Weekly payment schedule

• Free training and upskilling opportunities

• Ongoing support and guidance

• A lively community always ready to assist you

• Independent contractor engagement

• Flexible schedule adjustments by mutual written agreement

• Starlight Family Calendar client training provided