Personal & Administrative Support

Job Summary:
We're seeking an experienced, highly organized, and tech-savvy Personal & Administrative Support to provide comprehensive assistance across professional, personal, and household domains. This role supports two busy professionals alongside a growing family. The ideal candidate is proactive, calm under pressure, and thrives in fast-paced environments where priorities shift quickly and initiative is essential.

Key Responsibilities:

• Manage and organize multiple email inboxes (Gmail and Outlook), including filtering, flagging priority messages, drafting replies, and maintaining inbox hygiene

• Coordinate and maintain calendars across Google Calendar and Outlook, scheduling appointments, blocking time, and resolving conflicts

• Triage and prioritize tasks from multiple sources including voice notes, screenshots, quick messages, and rough task lists, converting them into organized action items

• Provide administrative support for a healthcare clinic, including coordinating reminders, managing documents and communications, and tracking follow-up items

• Research, set up, and maintain digital workflows and organizational systems to reduce repetitive administration and improve efficiency

• Explore and implement AI tools and automation solutions for tasks such as inbox management, reminders, drafting, summarization, and recurring processes

• Handle personal and household administration including booking restaurants, travel, appointments, and coordinating trades and service providers

• Assist with grocery ordering, managing subscriptions and renewals, insurance coordination, and budget tracking

• Support family logistics including coordinating children's appointments, school and activity enrollments, and managing family calendars

• Organize digital assets including photos, notes, reminders, files, and shared workspaces

• Summarize voice notes, meeting transcripts, and documents as needed

• Prepare simple spreadsheets, summaries, and formatted presentations

• Follow up on incomplete tasks and open loops, moving items through to completion

• Provide regular status updates and end-of-day summaries of completed and pending tasks

Mandatory Skills:

• Proven experience in executive assistant, personal assistant, or operations support roles

• Strong proficiency in Gmail, Google Calendar, Microsoft Outlook, and general productivity tools

• Excellent written and spoken English with the ability to draft professional correspondence

• Exceptional organizational skills with the ability to manage and prioritize a high volume of competing tasks across multiple domains

• Highly proactive and able to identify next actions, make sensible decisions independently, and move tasks forward without detailed step-by-step instruction

• Comfortable interpreting loosely structured input such as voice notes, screenshots, and partial task lists and converting them into clear, organized workflows

• High level of discretion and commitment to confidentiality when handling sensitive personal and professional information

• Dependable, detail-focused, and able to work independently with minimal real-time supervision

• Strong communication skills and ability to provide clear, concise updates

Preferred Skills:

• Experience supporting medical professionals, executives, or busy families

• Familiarity with Apple ecosystem tools (Apple Mail, Apple Reminders, Apple Notes, Apple Photos)

• Experience with AI tools such as ChatGPT or Claude for drafting, summarization, or workflow assistance

• Knowledge of automation and productivity platforms such as Zapier, Make.com, Notion, ClickUp, Trello, or Todoist

• Experience setting up and managing digital workflows, integrations, and organizational systems

• Ability to manage tasks for multiple stakeholders at once

• Experience coordinating household logistics including travel, appointments, and family scheduling

• Experience working with clients in Australian time zones

Why Join Us:
This is a unique chance to work closely with a dynamic professional family who values organization, initiative, and smart systems. You'll have genuine autonomy to build workflows, implement tools, and take ownership of how things run day to day. The role offers flexible hours with strong potential to grow in scope and responsibility over time as the partnership develops.