We are a staffing agency recruiting on behalf of a leading life sciences investor who is seeking a proactive Personal Assistant & Operations Associate to become a trusted extension of their day-to-day operations.
This is far more than a traditional administrative role. You'll help create structure in both personal and professional life by managing complex schedules, coordinating healthcare, overseeing travel logistics, building efficient systems, and continuously improving workflows. As trust is established, the role is designed to evolve into Executive Assistant responsibilities and eventually Operations Management, making it an exceptional long-term career opportunity for someone looking to grow alongside a fast-moving executive.
The ideal candidate is organized, resourceful, emotionally intelligent, and genuinely enjoys helping others operate at their highest level.
Key Responsibilities
Executive & Personal Support
Manage an ever-changing personal and professional calendar across multiple priorities
Coordinate healthcare appointments and ongoing medical care for the executive and family members
Research and communicate with doctors, specialists, healthcare providers, and other service professionals
Schedule appointments and ensure all commitments are accurately maintained within shared calendars
Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries, and contingency planning
Handle confidential personal matters with discretion and professionalism
Operations & Workflow Management
Build and improve systems that increase efficiency and reduce administrative overhead
Maintain and organize information using Google Workspace, Airtable, spreadsheets, and other productivity tools
Develop standard operating procedures and documentation for recurring tasks
Anticipate upcoming needs and proactively solve problems before they arise
Coordinate projects and follow up on outstanding action items
Continuously identify opportunities to streamline processes and improve operational effectiveness
Administrative Support
Conduct research on vendors, service providers, and new solutions
Track ongoing projects, deadlines, and priorities
Organize digital files, documentation, and operational records
Assist with special projects and strategic initiatives as required
Required Qualifications
3+ years of experience supporting executives, founders, entrepreneurs, or high-performing professionals
Exceptional organizational and project management skills
Strong experience with Google Workspace (Docs, Sheets, Calendar, Gmail)
Experience using Airtable or the ability to learn new systems quickly
Excellent written and verbal English communication skills
Outstanding attention to detail and follow-through
Ability to manage multiple priorities with minimal supervision
High degree of professionalism, confidentiality, and discretion
Preferred Qualifications
Previous experience as an Executive Assistant, Chief of Staff, Operations Coordinator, or Personal Assistant
Experience supporting executives in technology, venture capital, healthcare, consulting, or startups
Familiarity with process improvement and workflow optimization
Strong spreadsheet and data organization skills
Experience working remotely with U.S.-based executives
What We're Looking For
We're looking for someone who genuinely enjoys creating order from complexity. You are naturally proactive, highly dependable, and take pride in anticipating needs before they become requests. You thrive on improving systems, solving problems, and making life easier for the people you support.
Sounds like you or someone you know?
Get in touch, today!
Why Join Assist World?
Originally posted on Himalayas