Personal Assistant; Admin, Travel & Household

Position: Personal Assistant (Life Admin, Travel & Household Support)

About the Role

Client is a busy consultant who travels frequently and juggles a home, a dog, and an active personal and social life. Her work side is well-handled with existing systems; what she needs now is a Personal Assistant (PA) to help her stay on top of personal admin, logistics, and relationships so nothing falls through the cracks. This is not a corporate EA role – it’s a personal-life-focused PA position. You will help organize her life behind the scenes: from finding doctors and coordinating appointments, to planning travel, to organizing her Google Drive and personal records, to helping her maintain friendships and host small gatherings. The role starts on a part-time basis (10–20 hours/week) with flexibility to adjust scope as needs become clearer.

Key Responsibilities

• Personal Admin & Research (Healthcare / Life Logistics)
• Research and shortlist new primary care doctors and specialists:
• Ensure they are in-network, accepting new patients, and fit stated criteria.
• Present clear options with pros/cons or key details.
• Call doctor’s offices to:
• Act on Celia’s behalf (where appropriate) to schedule appointments.
• Obtain or confirm information (e.g., records, requirements, forms).
• Compile and organize personal medical records, including:
• Vaccination history (e.g., confirming dates like last tetanus shot).
• Other health-related information needed for new providers.
• Support with other personal life logistics that require online research, forms, or calls.
• Travel Planning & Itinerary Support
• Assist with planning trips and local getaways, including:
• Research destinations, dates, and options based on preferences.
• Book reservations (e.g., restaurants, tickets, activities) in advance.
• Build simple itineraries (who/what/where/when) that are easy to follow.
• Ensure trips are structured and pre-planned, so Celia can focus on being present rather than managing logistics.
• Household & Vendor Coordination
• Help with home-related tasks such as:
• Researching and shortlisting providers (e.g., contractors to inspect/repair a leaking garage roof/skylight).
• Requesting and tracking quotes, following up with vendors, and coordinating next steps.
• Pre-coordinate details before in-person visits (you handle the logistics; Celia handles the on-site access and final decisions).
• Maintain a simple tracker (e.g., spreadsheet or task board) for ongoing home projects and follow-ups.
• Digital Organization & Records Management
• Clean up and organize Celia’s Google Drive:
• Create logical folder structures.
• Consolidate scattered files, documents, and personal records.
• Help build a single, clear record of important personal information (e.g., vaccines, insurance, key documents).
• Maintain simple systems so information is easy to find later.
• Relationship & Social Life Management
• Help Celia be intentional about friendships and social connections, including:
• Keeping a light system or list of key friends / contacts and preferred cadence (e.g., monthly/quarterly check-ins).
• Coordinating and scheduling friend hangouts and calls, including long-distance connections.
• Assist with local activity planning in the San Francisco Bay Area:
• Research fun, aligned activities Celia can do with friends.
• Support in planning casual gatherings, such as:
• A holiday gift-wrapping or charcuterie night.
• Drafting/sending digital invitations.
• Coordinating supplies (wrapping paper, snacks, charcuterie orders, etc.).
• Ensuring things are ordered and organized so Celia can “just show up and enjoy.”
• Optional / Nice-to-Have Responsibilities
• Light first-pass personal finance admin, such as entering W-2 information or basic data into Turbo Tax or similar (not filing taxes; just data entry/prep).
• Light personal social media support (e.g., Instagram or similar) focused on helping maintain a simple, “newsletter-style” presence about what Celia is working on or caring about.

Tools & Communication

• Tools you may use (or learn quickly):
• Google Workspace (Gmail, Google Calendar, Google Drive, Docs, Sheets)
• Messaging/communication tools (e.g., iMessage, Whats App, Zoom, Slack, as agreed)
• Basic task/notes tools (e.g., Google Docs/Sheets, Notion, or similar – flexible)
• Online booking and vendor platforms (doctor’s portals,…

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