Personal Assistant & Operations Associate

We are a staffing agency recruiting on behalf of a leading life sciences investor who is seeking a proactive Personal Assistant & Operations Associate to become a trusted extension of their day-to-day operations.

This is far more than a traditional administrative role. You'll help create structure in both personal and professional life by managing complex schedules, coordinating healthcare, overseeing travel logistics, building efficient systems, and continuously improving workflows. As trust is established, the role is designed to evolve into Executive Assistant responsibilities and eventually Operations Management, making it an exceptional long-term career opportunity for someone looking to grow alongside a fast-moving executive.

The ideal candidate is organized, resourceful, emotionally intelligent, and genuinely enjoys helping others operate at their highest level.

Key Responsibilities

Executive & Personal Support

• Manage an ever-changing personal and professional calendar across multiple priorities

• Coordinate healthcare appointments and ongoing medical care for the executive and family members

• Research and communicate with doctors, specialists, healthcare providers, and other service professionals

• Schedule appointments and ensure all commitments are accurately maintained within shared calendars

• Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries, and contingency planning

• Handle confidential personal matters with discretion and professionalism

Operations & Workflow Management

• Build and improve systems that increase efficiency and reduce administrative overhead

• Maintain and organize information using Google Workspace, Airtable, spreadsheets, and other productivity tools

• Develop standard operating procedures and documentation for recurring tasks

• Anticipate upcoming needs and proactively solve problems before they arise

• Coordinate projects and follow up on outstanding action items

• Continuously identify opportunities to streamline processes and improve operational effectiveness

Administrative Support

• Conduct research on vendors, service providers, and new solutions

• Track ongoing projects, deadlines, and priorities

• Organize digital files, documentation, and operational records

• Assist with special projects and strategic initiatives as required

Required Qualifications

• 3+ years of experience supporting executives, founders, entrepreneurs, or high-performing professionals

• Exceptional organizational and project management skills

• Strong experience with Google Workspace (Docs, Sheets, Calendar, Gmail)

• Experience using Airtable or the ability to learn new systems quickly

• Excellent written and verbal English communication skills

• Outstanding attention to detail and follow-through

• Ability to manage multiple priorities with minimal supervision

• High degree of professionalism, confidentiality, and discretion

Preferred Qualifications

• Previous experience as an Executive Assistant, Chief of Staff, Operations Coordinator, or Personal Assistant

• Experience supporting executives in technology, venture capital, healthcare, consulting, or startups

• Familiarity with process improvement and workflow optimization

• Strong spreadsheet and data organization skills

• Experience working remotely with U.S.-based executives

What We're Looking For

We're looking for someone who genuinely enjoys creating order from complexity. You are naturally proactive, highly dependable, and take pride in anticipating needs before they become requests. You thrive on improving systems, solving problems, and making life easier for the people you support.

Sounds like you or someone you know?

Get in touch, today!