Personal Assistant, Fictiv

• This role is ideal for someone who thrives on mastering the weekly calendar, optimizing time, and creating space for creativity and problem-solving
• Proven experience as a personal assistant, executive assistant, or similar role
• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace
• Ability to handle sensitive information with discretion and confidentiality
• Strong problem-solving skills and the ability to work under pressure
• A valid driver’s license and reliable transportation are preferred
• While performing the duties of this job, the employee routinely is required to sit; walk; talk and hear; use hands to keyboard, fingers, handle, and feel; stoop, kneel, crouch, twist, crawl, reach, and stretch
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Desirable

• We are seeking a highly organized and proactive Personal Assistant to support our Founders Office and Household, ensuring seamless coordination between professional and personal responsibilities and goals
• As the architect of the Founders’ schedule, you will ensure that both short-term priorities and long-term personal and business goals stay on track
• You’ll proactively look around the corner, anticipating needs before they arise and balance urgent tasks with the bigger picture
• Your ability to manage complex schedules, global travel, family logistics, and high-level coordination will bring efficiency and harmony to the Founders’ lives
• Home Support: 80%:
• Family & Personal Scheduling – Manage calendars for the family, coordinate appointments, school activities, and social engagements while ensuring alignment with professional commitments
• Household Coordination - Manage household schedules, appointments, vendors, and errands
• Travel Planning – Assist with travel planning, including booking flights, accommodations, and itineraries
• Shopping & Meal Support – Handle grocery shopping, meal planning assistance, and personal shopping
• Inventory & Budgeting – Organize household supplies and oversee bill payments
• Event Planning – Plan and organize family events, celebrations, and social gatherings
• Fictiv Support (in office): 20%:
• Scheduling – Schedule meetings, manage calendars, and handle correspondence
• Manage Communication – Manage and prioritize emails, calls, and communications on behalf of founders
• Manage Office – General office management duties
• Research – Prepare reports, presentations, and other business documents
• Liaise with Contacts – Serve as a point of contact for clients, vendors, and partners
• Support Meetings – Prepare meeting agendas, take notes, and follow up on action items
• Special Projects – Assist with special projects and business initiatives as directed by the founder