Flexible Executive Assistant / Virtual Assistant – Personal & Business Tasks

Full Job Description

Description:

We are a couple that are looking for a reliable, detail-oriented Executive Assistant–type Virtual Assistant to help with a mix of personal and business-related tasks. This is a part-time role with no fixed weekly hours to begin. Workload will vary based on available work and the tasks that come up. Many tasks are ad hoc and will be assigned as they arise.

You must be a self-starter, quick learner, and able to complete work efficiently with minimal hand-holding. Most work can be done at any time, but some tasks may require contacting businesses or making calls during US Eastern Time.

Typical/example Tasks Include:

Immediate / One-Time

Switch QuickBooks to another software and cancel old account

Cancel subscriptions (Scribd, ExpressVPN, etc.)

Apply for library cards

Bank account disputes

Update COI insurance after LLC change

Make dentist appointment

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Monthly

Find and organize recipes in Google Docs with checkboxes for ingredients

Compare grocery prices (Aldi, Costco, Publix) for organic/low-priced items and place orders on Instacart

Translate recipes to Spanish and send to our cook 1 week in advance

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Ad Hoc

Order gifts

Submit weekly timesheets

Book hotels and flights

Research products or software and provide recommendations

Make personal calls to bank/gov/phone company etc may be on hold and patch me in when needed

There will likely be other tasks that arise naturally over time as personal/business errands that will be assigned.

Requirements:

Strong English communication skills (written and spoken)

Able to follow multi-step instructions accurately

Comfortable with Google Docs, online research, and price comparison

Experience using AI tools like ChatGPT and Perplexity to research, draft, and improve work output

Self-motivated and resourceful — can figure things out and learn new tools quicklyReliable internet connectionAvailability to respond within 12 hours and make calls during US hours if needed

Must maintain confidentiality with all personal and business information.

Work Style & Pay Structure:Hourly rate: based on experience

Part-time position with hours that vary week to week depending on available personal errands or business tasks

Pre-approval system: Before starting weekly tasks, we will agree on a rough time estimate for each task in the list of tasks. This ensures we both know the weekly hour maximum in advance so that no task will balloon well beyond hours scope.

Task tracking required (Google Sheet or time-tracking tool) to log completed work and time spent. If you have experience with this would be a bonus to be organized with tasks done and time spent.

How to Apply:

Please include all of the following in your application. Thank you.

1. Your hourly rate in USD and your current location

2. Your typical working hours and whether you can overlap at least 2 hours with US Eastern Time (EST)

3. Relevant experience — Have you worked as an executive assistant or personal assistant before? If yes, briefly explain your duties and results you delivered.

4. Technology & tools — List the main tools, platforms, and apps you are comfortable using (Google Docs, ChatGPT, Perplexity, Instacart, etc.)

5. Organization & productivity — Briefly explain how you organize your day to handle multiple small tasks efficiently and on time.

6. Problem-solving example — Describe a time when you had to figure out how to complete a task you’d never done before. What steps did you take?

7. AI usage example — Share a real example of how you used ChatGPT, Perplexity, or another AI tool to make your work faster or higher quality.

Note: If selected, we will start with a paid trial project of 2–3 hours to see how you work, communicate, and report progress. Please confirm in your application that you are open to this.

Job Responsibilities

(This is pasted from the job description which includes all information.)

Typical/example Tasks Include:Immediate / One-TimeSwitch QuickBooks to another software and cancel old accountCancel subscriptions (Scribd, ExpressVPN, etc.)Apply for library cardsBank account disputesUpdate COI insurance after LLC changeMake dentist appointment---MonthlyFind and organize recipes in Google Docs with checkboxes for ingredientsCompare grocery prices (Aldi, Costco, Publix) for organic/low-priced items and place orders on InstacartTranslate recipes to Spanish and send to our cook 1 week in advance---Ad HocOrder giftsSubmit weekly timesheetsBook hotels and flightsResearch products or software and provide recommendationsMake personal calls to bank/gov/phone company etc may be on hold and patch me in when neededThere will likely be other tasks that arise naturally over time as personal/business errands that will be assigned.Requirements:Strong English communication skills (written and spoken)Able to follow multi-step instructions accuratelyComfortable with Google Docs, online research, and price comparisonExperience using AI tools like ChatGPT and Perplexity to research, draft, and improve work outputSelf-motivated and resourceful — can figure things out and learn new tools quicklyReliable internet connectionAvailability to respond within 12 hours and make calls during US hours if neededMust maintain confidentiality with all personal and business information.Work Style & Pay Structure:Hourly rate: based on experiencePart-time position with hours that vary week to week depending on available personal errands or business tasks Pre-approval system: Before starting weekly tasks, we will agree on a rough time estimate for each task in the list of tasks. This ensures we both know the weekly hour maximum in advance so that no task will balloon well beyond hours scope.Task tracking required (Google Sheet or time-tracking tool) to log completed work and time spent. If you have experience with this would be a bonus to be organized with tasks done and time spent.

Job Requirements

(This is pasted from the job description which includes all information.)

Typical/example Tasks Include:Immediate / One-TimeSwitch QuickBooks to another software and cancel old accountCancel subscriptions (Scribd, ExpressVPN, etc.)Apply for library cardsBank account disputesUpdate COI insurance after LLC changeMake dentist appointment---MonthlyFind and organize recipes in Google Docs with checkboxes for ingredientsCompare grocery prices (Aldi, Costco, Publix) for organic/low-priced items and place orders on InstacartTranslate recipes to Spanish and send to our cook 1 week in advance---Ad HocOrder giftsSubmit weekly timesheetsBook hotels and flightsResearch products or software and provide recommendationsMake personal calls to bank/gov/phone company etc may be on hold and patch me in when neededThere will likely be other tasks that arise naturally over time as personal/business errands that will be assigned.Requirements:Strong English communication skills (written and spoken)Able to follow multi-step instructions accuratelyComfortable with Google Docs, online research, and price comparisonExperience using AI tools like ChatGPT and Perplexity to research, draft, and improve work outputSelf-motivated and resourceful — can figure things out and learn new tools quicklyReliable internet connectionAvailability to respond within 12 hours and make calls during US hours if neededMust maintain confidentiality with all personal and business information.Work Style & Pay Structure:Hourly rate: based on experiencePart-time position with hours that vary week to week depending on available personal errands or business tasks Pre-approval system: Before starting weekly tasks, we will agree on a rough time estimate for each task in the list of tasks. This ensures we both know the weekly hour maximum in advance so that no task will balloon well beyond hours scope.Task tracking required (Google Sheet or time-tracking tool) to log completed work and time spent. If you have experience with this would be a bonus to be organized with tasks done and time spent.

Skills Required

• Project Management - Intermediate

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