AI-Enabled Personal Executive Assistant

This is a remote position.

AI-Enabled Personal Executive Assistant & Family Projects Coordinator

This is a high-trust role for someone who can take an ambiguous request turn it into a structured project conduct thorough research coordinate with different people and vendors and follow through until completion.

AI will be a core part of the role. You should already be comfortable using tools such as ChatGPT for meaningful day-to-day work and be interested in developing reusable prompts custom GPTs AI-assisted workflows and simple automations.

This is not a traditional calendar-and-email-only Executive Assistant position. The role requires strong research ability independent project ownership organization judgment and follow-through.

Key Responsibilities

• Manage multiple personal and family projects including priorities deadlines next steps and follow-ups.
  
• Conduct detailed online research compare options verify sources identify tradeoffs and provide concise recommendations.
  
• Support genealogy and family-history projects including archival research family trees biographies historical research and source verification.
  
• Organize personal and family documents photographs videos scans research notes and digital archives.
  
• Maintain organized Google Drive structures naming conventions trackers and searchable records.
  
• Research and coordinate travel including flights hotels transportation itineraries reservations and destination logistics.
  
• Coordinate appointments vendors service providers family projects relocation or education research and other personal logistics.
  
• Use ChatGPT and other AI tools for research document analysis summarization drafting planning and knowledge organization.
  
• Identify recurring work that can be improved through reusable prompts custom GPTs structured AI workflows or simple agents.
  
• Handle special and loosely defined projects independently and drive them through completion.
  

Required Qualifications

• Exceptional online research skills and strong judgment when evaluating sources.
  
• Strong project management prioritization and follow-through skills.
  
• Excellent written and spoken English.
  
• Highly organized and comfortable managing multiple unrelated projects simultaneously.
  
• Strong discretion and judgment when handling confidential personal and family information.
  
• Strong working knowledge of Google Drive Google Docs spreadsheets calendars and online research tools.
  
• Ability to work independently and identify appropriate next steps without requiring detailed instructions.
  
• Demonstrated day-to-day use of ChatGPT or comparable AI tools for substantive work.
  
• Interest and ability to turn recurring tasks into reusable prompts custom GPTs AI-assisted workflows or simple agents.
  
• Flexibility to adjust working hours when the Principal travels across different time zones.
  

Preferred Qualifications

• Experience as a Personal Assistant Executive Assistant Research Coordinator Family Office Assistant or Project Coordinator.
  
• Experience supporting a senior executive private principal or family.
  
• Experience with genealogy archival research historical research libraries or family-history projects.
  
• Experience managing digital filing systems research archives knowledge bases or complex document collections.
  
• Experience coordinating international travel or supporting rapidly changing priorities.
  
• Experience creating AI-assisted workflows custom GPTs no-code automations or similar reusable systems.
  

What Were Looking For

The ideal candidate is someone who is:

• Curious and naturally interested in finding answers.
  
• Comfortable receiving a broad or unclear request and turning it into an organized plan.
  
• Proactive without needing constant direction.
  
• Strong at turning research into clear concise recommendations.
  
• Reliable with deadlines follow-ups and open tasks.
  
• Discreet resourceful calm and thoughtful with sensitive information.
  
• Comfortable using AI as a working system rather than simply a writing tool.
  
• Able to verify AI-generated information rather than treating AI output as fact.
  

Education:

• Bachelors (Preferred)
  

Experience:

• executive assistance: 2 years (Preferred)
  
• personal assistance: 2 years (Preferred)
  

Benefits:

• Additional leave
  
• Company events
  
• Health insurance
  
• Opportunities for promotion
  
• Pay raise
  
• Work from home
  

Work Location: Remote