Personal Assistant at Universal Travel Concierge

Position Overview

The Executive & Personal Assistant is responsible for helping the Founder manage day-to-day personal and business responsibilities. This individual serves as a central point of organization, helping coordinate schedules, meetings, travel, communications, errands, projects, and follow-ups across multiple companies and personal commitments.

The ideal candidate is extremely organized, responsive, discreet, proactive, and comfortable working in a fast-paced environment where priorities can change quickly.

Requirements

Key Responsibilities

• Manage the Founder's calendar, appointments, meetings, calls, and daily schedule.
• Maintain a daily and weekly priority list and ensure important tasks are completed.
• Schedule and coordinate business meetings, personal appointments, dinners, events, and other commitments.
• Monitor upcoming deadlines and provide reminders and follow-ups.
• Coordinate travel, including flights, hotels, transportation, itineraries, and reservations.
• Prepare detailed itineraries and daily schedules when needed.
• Handle personal reservations, appointments, errands, purchases, deliveries, and other requests.
• Assist with business responsibilities across UTC, The College Butler, and Table and Chair.
• Communicate with employees, vendors, clients, partners, and other contacts on behalf of the Founder when authorized.
• Follow up with employees and managers regarding outstanding tasks and deadlines.
• Help coordinate interviews, meetings, employee schedules, and company projects with HR and management.
• Organize documents, receipts, invoices, contracts, and other important records.
• Prepare basic reports, spreadsheets, presentations, emails, and internal communications.
• Track outstanding payments, invoices, deposits, and administrative items and bring them to the Founder's attention.
• Coordinate vendors and service providers for personal and business needs.
• Assist with events, hospitality arrangements, client experiences, and special projects.
• Maintain contact lists and important company and personal information.
• Help organize the Founder's email, messages, and correspondence.
• Identify items requiring immediate attention and escalate them appropriately.
• Handle confidential personal, financial, employee, client, and company information with strict discretion.
• Be available for reasonable after-hours or urgent requests when required.
• Anticipate needs and solve routine issues before they require the Founder's direct involvement.

Benefits

• Paid Time Off (Vacation, Sick & Public Holidays)
• Training & Development
• Work From Home