Personal Assistant

Personal Assistant

​​We’re looking for a Part-time Personal Assistant who can bring clarity, structure, and initiative to everyday tasks. You’ll keep things organized, handle communication, and make sure the small but important details are never missed. If you're detail-oriented, helpful, and enjoy using AI tools to get things done faster and smarter, this position is a great fit for you!

! This is a part-time position based in Pasadena (Los Angeles) time zone. Please do not apply if your time difference exceeds 2 hours.

• Fluent English (written and spoken)
• Excellent organizational skills, including effective planning, prioritization, and management of resources and information.
• Strong computer literacy and proficiency with digital tools.
• Ability to learn fast and adapt in a fast-paced environment.
• Experience working with Google Sheets
• Hands-on experience with AI tools (e.g., ChatGPT, Claude, Gemini, Perplexity, etc.).
• Ability to combine analytical thinking with creative problem-solving.
• Comfortable making phone calls for scheduling, confirmation, and cancellations.
• Strong attention to detail and a structured, logical approach to work.
• Ability to manage unexpected tasks calmly and efficiently.
• Proactive, “Getting Things Done” mindset.
• Excellent interpersonal and communication skills.
• Ability to manage confidential personal information securely.

• Previous experience in office management, administration, procurement, relocation support, customer service, or related operational roles.
• Proficiency in Ukrainian
• Valid driving license (Category B)

• Manage calendars and keep personal schedules up to date
• Make phone calls and send emails to schedule, confirm, or cancel activities
• Track important household deadlines such as document renewals, insurance updates, and memberships
• Assist with personal errands as needed
• Support household coordination and problem-solving, including arranging maintenance services and handling repair needs
• Handle research tasks, including finding schools, programs, or community opportunities for family members, preparing documents, and meeting deadlines
• Search for new activities or services, compare options, and coordinate availability
• Track incoming mail and packages and follow up when needed
• Manage cancellations and identify better alternatives when appropriate
• Support medical-related tasks such as scheduling appointments, preparing paperwork, and communicating with providers or insurance
• Handle ad-hoc tasks, including urgent or unexpected requests, with a calm and proactive approach