Personal Assistant and Concierge

Full Job Description

***ATTENTION: PLEASE READ THE ENTIRE JOB DESCRIPTION AND FOLLOW THE INSTRUCTIONS BELOW TO APPLY. OTHERWISE YOUR APPLICATION WILL NOT BE CONSIDERED***

What we are looking for

We are digital nomads who own and operate a number of small businesses. We’re looking for a highly organized and extremely detail-oriented individual to be our personal assistant and personal concierge. Your job is to make our lives easier and free up our time by doing things that we would otherwise be doing - research and plan travel, book travel and transport, make restaurant reservations, research activities, schedule events, find a gym, the list goes on. We don't expect you to know our preferences in the beginning, but you should be able to pick them up quickly. You need to be intuitive, thorough, and thoughtful, so that you can anticipate our needs and anticipate potential problems to ensure everything goes smoothly. We will provide clear instructions and training, but you should be a strong self-learner and constantly striving to improve professionally.

You should have experience as a personal/executive assistant, concierge, operations manager, COO, chief of staff, or similar role. In addition to personal tasks and travel planning, you will also assist in property management, basic book-keeping, social media management, and other ad hoc tasks for our businesses. There is abundant room to grow into other roles within our businesses and increased pay for candidates who demonstrate outstanding performance and capabilities. In three words: we reward performance.

Requirements

• At least 1 year of experience as an executive assistant, operations manager, chief of staff, or similar role, at least 3 years of overall work experience
• Strong, effective, clear and professional English communication skills (near-native proficiency), both written and verbal
• Excellent attention to detail – we need someone who takes note of every message, request, email, or instruction, and makes sure that nothing falls through the cracks
• Extremely organized and meticulous in terms of documentation and record-keeping
• Ability to multi-task and manage multiple tasks and requests in parallel without dropping the ball
• Excellent logistical and planning skills - this includes planning travel, transport, tours, dinners, as well as researching things to do, places to stay while traveling. You are not expected to know our preferences in the beginning but you should be able to pick them up quickly
• Fast learner and good at self-learning, able to resourcefully utilize all resources available
• Strong work ethic and hardworking, willing to spend more time (in addition to work hours if needed) in the first few months to learn the necessary new skills and ramp up
• Resourceful problem solver with a can-do attitude - the ability and attitude to figure out a way to get things done or achieve the desired results
• Ability to work with limited or minimal guidance
• Must be familiar with Google Suite (Calendar, Drive, Docs, Sheets), ClickUp or similar project management software
• Works well in a team environment
• Works well under pressure
• Motivated, eager to learn, self-starter, takes initiatives, can-do attitude

Nice-to-have

• 2+ years of experience as an executive assistant, operations manager, chief of staff, or similar role
• Experience in a travel agency or as a travel planner
• Experience managing social media accounts or campaigns
• Experience working in an international corporation
• Experience in a customer service or customer-facing role
• Outbound phone skills - this isn’t a sales role, but this experience helps
• Experience in or familiarity with finance and accounting

Detailed roles and responsibilities

Personal Tasks 

• Maintain calendars in real time 
• Schedule meetings and appointments 
• Add flights, vacation, and other personal appointments to calendar 
• Travel planning and assistance 
• Conduct research using tools including Google, TripAdvisor, blogs, and reading through  reviews on various platforms 
• Research itineraries, things to do, and tours 
• Research restaurants, hotels, and Airbnb’s 
• Research cancellation policies 
• Research visa, entry, and other requirements for destinations 
• Make bookings when requested 
• Call airlines, hotels, tour companies, restaurants, etc. as needed 
• Create listings for clothes and accessories on eBay, Poshmark, and Facebook Marketplace o Content of listings should be accurate, descriptive, and succinct 
• Photos, measurements, and listing price will be provided 
• Share and like listings on Poshmark daily to increase engagement 
• Manage cross-posts in case a sale is made
• Notify when there are offers and sold listings 
• Manage expenses and receipts 
• Input expenses and receipts into accounting system 
• Classify and tag expenses accordingly 
• Call merchant to request for receipt when needed 
• Social media management 
• Twitter, LinkedIn, Instagram 
• Assist in creating and managing content pipeline 
• Repurpose and repost content 
• Other administrative tasks as needed 

Flywheel Tasks 

• Social media management 
• Twitter, LinkedIn, Flywheel blog 
• Assist in creating and managing content pipeline 
• Repurpose and repost content 
• Manage expenses and receipts 
• Input expenses and receipts into accounting system 
• Classify and tag expenses accordingly 
• Call merchant to request for receipt when needed 

Property Management Tasks 

• Manage the leasing process for our rental properties 
• List properties for rent 
• Respond to inquiries from prospective tenants and answer questions o Schedule showings for prospective tenants 
• Follow up after showing 
• Upload and sign lease on Innago with tenants 
• Manage maintenance requests 
• Respond to tenant maintenance requests on Innago 
• Coordinate with vendors: handyman, plumber, HVAC technician, electrician, etc. o Coordinate with tenants to schedule maintenance 
• Manage documentation in AirTable and Google Drive 
• Manage tenant move-in and move-out 
• Send tenant welcome emails 
• Send move-in and move-out checklists and procedures 
• Manage tenant communications 
• Email seasonal communications 
• Email reminders for unpaid bills 
• Accounting 
• Input expenses and receipts into AirTable 
• Classify transactions in Thyme 
• Upload receipts as required 
• Pay utility bills 
• Water bills 
• Electric bills
• Gas bills 
• Pay tax and insurance bills 
• Make outbound calls to prospective lenders, sellers, etc. 

Compensation and Benefits

• During the probation and training phase (first month): US$450
• After passing probation, salary will be increased based on your assessed performance and skill level. Salary range will be: US$600-800+
• Weekly payment
• US holidays and weekends off
• Discretionary bonuses for good performance and Christmas bonus
• Salary reviews every 6 months, with increases based on performance
• In 3 words: we reward performance

To Apply

Send your resume and a self-recorded interview answering the specific questions below to [email protected]. You can also include other documents that you believe is relevant, such as portfolio of previous work, whether or not directly related to this role.

1. Tell me about yourself and why you would be best suited for this job.
2. Discuss the responsibilities you had in a previous job - provide details and examples, and highlight tasks and skills that are applicable to this job.
3. Give me an example of how you saved your employer time and effort, or how you made his/her life easier, and specifically what you did.

Job Responsibilities

NA

Job Requirements

NA

Skills Required

• Content creation for Social Networks - Intermediate
• Admin Support - Expert
• Administration - Expert
• Research - Expert
• Accounting - Beginner
• Real Estate Sevices - Intermediate

Attachments

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