Personal Assistant

Job Description

About the Role

We are seeking a highly organized, trustworthy, and service-oriented Personal Assistant to provide comprehensive personal and administrative support to a family in Austin, Texas. This role is primarily on-site with hybrid flexibility based on operational needs and travel schedules.

This is not a traditional 9–5 role. The workload will ebb and flow week to week—sometimes busy, sometimes quieter—and success requires flexibility, proactive problem-solving, strong communication, and discretion.

Compensation & Reimbursements

• Flat rate: $3,840/month (1099 contractor). This is based on an estimated 6-day workweek and an 8-hour workday, but actual workload may vary.
• Payment method: Zelle
• Fuel expenses: Reimbursed within reason (as applicable to approved work errands)

Schedule & Work Structure

• Standard work days: Monday–Saturday
• Standard day off: Sunday (preferred), though a different day off may be mutually agreed upon (e.g., Thursday)
• Occasional Sunday support may be needed for specific projects or events. This will be discussed in advance and mutually agreed, and a different day off will be provided in return.
• Flexibility is reciprocated: If the assistant requests time off in advance for a personal commitment, we are open to shifting the schedule for that week.

Work Style (Hybrid)

• During the initial weeks, the role will be primarily on-site Monday–Friday.
• After onboarding, we will determine the in-person vs. work-from-home split together based on needs.
• Some weeks may require more in-person support, while other weeks may allow fully remote work—especially when travel is involved.
• On-site days may not always require a full 8-hour in-home presence; the schedule is driven by what is needed that day.

Key Responsibilities

Responsibilities include, but are not limited to:

Administrative & Organizational Support

• Managing calendars and scheduling.
• Booking appointments and reservations.
• Tracking important dates and sending reminders.
• Organizing data, documents, and information.
• Managing and executing payments and reminders.
• Coordinating, booking, and organizing travel.
• Conducting deep research and producing structured summaries/reports.
• Budget tracking and expense management.
• Supporting occasional sensitive administrative tasks related to personal information.

Vendor & Operations Support

• Sourcing, vetting, and conducting due diligence for vendors.
• Vendor management and oversight (coordination, follow-ups, scheduling, and quality checks).
• Collaborating with the house manager to coordinate household staff and vendors.
• Using AI tools to enhance research, organization, and operational efficiency.

Personal & Errands Support

• Running errands (as needed).
• Dropping off/picking up packages.
• Dry cleaning drop-offs and pick-ups.
• Picking up prescriptions.
• Occasional food or coffee pick-up.

Ideal Candidate Profile

We are looking for someone who combines professionalism, discretion, and a strong service mindset.

Language & Communication

• English is the primary working language.
• Spanish is important for smoother household communication (the broader staff is Spanish-speaking). Native-level Spanish is not required, but conversational comprehension is expected.
• Strong written and verbal communication skills.

Skills & Experience

• Highly organized and detail-oriented; strong time management.
• Strong research skills (structured analysis, due diligence, and vendor sourcing).
• Budgeting and expense tracking experience.
• Proficient in Microsoft Office (especially Excel).
• Experience with Monday.com or similar project management tools.
• Strong note-taking and follow-through.
• Familiarity with AI tools for research and productivity enhancement.
• Basic understanding of information security and confidentiality (training can be provided).

Personal Requirements

• Must have a personal vehicle and be comfortable driving for errands.
• Must love animals (household includes cats and large dogs).
• Comfortable around babies and children (this is not a childcare/nanny role).
• Well-groomed and professional in appearance.
• High integrity, discretion, and trustworthiness.

Nice to Have (Not Required)

• Experience with trip and event planning.
• Experience coordinating multiple vendors simultaneously (home/services/logistics).

Working Environment & Culture

We aim to build a positive, long-standing working relationship based on trust, mutual respect, and reliability. This role is best suited for someone who enjoys anticipating needs, solving problems, and becoming a trusted support figure over time.

We are a pet-friendly household. Reasonable flexibility for pet care may be accommodated as the relationship and trust build (e.g., bringing a well-behaved pet on certain days, or stepping out briefly when needed).

How to Apply

If you are seeking a stable, trusted, long-term opportunity in Austin, Texas and this role sounds like a fit, we would love to hear from you.