Executive & Personal Assistant to Husband & Wife Business Owners – Full-Time Remote
Location: Remote
Employment: Full-Time, Long-Term – 40 hours per week
Schedule: Monday–Friday, with agreed UK and U.S. Eastern Time coverage
Salary: Up to $1,000 USD/month, depending on experience
About the Role
We are looking for an exceptionally capable, highly organised, proactive and resourceful Executive & Personal Assistant to support a husband-and-wife team across their businesses and personal lives.
Our businesses include a UK mortgage brokerage and a U.S. distribution company.
This is not a traditional VA role involving repetitive tasks, waiting for instructions or simply completing a checklist.
We need someone who can be given an objective, understand what needs to happen, research solutions, communicate with the right people, overcome obstacles, follow up and take ownership until the matter is genuinely resolved.
The work is extremely varied. You might be progressing business administration, researching a supplier, reviewing applicants, arranging international travel, resolving an airline or ticketing problem, preparing a spreadsheet, booking an appointment or sourcing a difficult-to-find product.
We are NOT looking for a “yes person.”
We value independent thinking and honest communication. If you think there is a better way to do something, tell us. If you spot a problem, raise it. If instructions are unclear, ask. If you disagree with an approach, explain why and recommend an alternative.
We want someone who enjoys solving problems and getting things done.
This is a stable, long-term position for someone who wants to become a trusted and important part of our team.
Excellent spoken and written English is essential.
Ownership & Follow-Through
This is the single most important quality we are looking for.
Being asked to do something does not mean simply attempting it once.
If someone doesn't reply — follow up.
If you can't reach someone — try another method.
If the first person can't help — find out who can.
If something is unavailable — find alternatives.
If information conflicts — verify it.
If a booking opens later — record the date and follow up.
If a refund is outstanding — chase it.
If an online system doesn't work — call, email, escalate or investigate another route.
If something genuinely cannot be completed, tell us what you tried, what happened, what alternatives you investigated and what you recommend next.
You will not be expected to make significant decisions outside your authority, but you will be expected to use initiative, judgment and common sense.
Always consider:
“What needs to happen next, and can I take care of it?”
Secret number: 4
Executive & Business Support
- Manage calendars, appointments, meetings, emails and deadlines.
- Draft professional correspondence.
- Maintain task-management systems and proactively follow up outstanding matters.
- Prepare spreadsheets, reports, summaries and documents.
- Make telephone calls and enquiries in the UK and U.S.
- Liaise with suppliers, contractors and professional advisers.
- Obtain, verify and compare quotes.
- Track orders, deliveries, refunds and outstanding requests.
- Organise digital files and records.
- Support projects and improve administrative processes.
UK Mortgage Business
Provide administrative and operational support to a regulated UK mortgage brokerage, subject to compliance and data-access requirements.
Tasks may include:
- Mortgage and business administration.
- CRM/document management where authorised.
- Monitoring outstanding actions.
- Liaising with lenders, solicitors and other parties where authorised.
- Chasing updates and escalating issues.
- Preparing information for adviser review.
- Lender and industry research.
- Compliance, training and CPD administration.
- Marketing, networking and business support.
Mortgage experience is advantageous but not essential; training can be provided. Exceptional accuracy, confidentiality and attention to detail are essential.
U.S. Distribution Business
- Supplier, manufacturer and distributor research.
- Equipment and replacement-parts sourcing.
- Obtain and compare quotes.
- Procurement and order tracking.
- Prepare spreadsheets, product information and proposals.
- Customer and supplier correspondence.
- Follow up commercial opportunities.
- General business and operational support.
Recruitment
- Post and monitor job advertisements.
- Review and screen applications.
- Prepare candidate shortlists.
- Coordinate interviews.
- Communicate with candidates.
- Assist with references, checks and onboarding.
Personal & Family Assistance
Personal support is an important part of the role and may include:
- Appointments and calendars.
- Doctors, dentists and other bookings.
- Restaurants and events.
- Drivers and transportation.
- Product research and purchasing.
- Orders, returns and refunds.
- Household repairs and service providers.
- Cleaners, handymen and contractors.
- Tickets, memberships, gifts and family arrangements.
- Ad-hoc personal projects.
You must be equally comfortable handling business and personal tasks.
Travel & International Logistics
We travel frequently, so strong travel-planning skills are important.
Tasks may include:
- Researching/comparing flights and hotels.
- Coordinating complex international trips.
- Preparing itineraries.
- Arranging transfers and private drivers.
- Liaising with hotel concierges.
- Restaurants and activities.
- Booking changes and cancellations.
- Calling airlines about fares, upgrades and refunds.
- Coordinating luggage, couriers and ticket deliveries.
- Reconfirming arrangements.
- Resolving problems during travel.
You should be comfortable calling companies rather than relying solely on email or online chat.
Research & Problem Solving
Excellent research and problem-solving ability are among the most important requirements.
We do not want someone who simply sends us Google results or the first answer they find.
You should:
Understand → investigate → verify → compare → recommend → act where authorised → follow up → resolve.
We value solutions rather than search results.
Communication & Task Management
You will be expected to:
- Check in at the start of the working day and confirm priorities.
- Maintain an accurate task-management system.
- Record deadlines and follow-up dates.
- Provide appropriate progress updates.
- Raise blockers and decisions promptly.
- Maintain visibility of outstanding tasks.
- Provide a concise end-of-day update.
- Carry unfinished tasks forward automatically.
- Follow up without needing reminders.
Saying something will be done and actually making sure it gets done are two different things. We are looking for the latter.
Who We Are Looking For
You should be:
- Exceptionally organised and detail-oriented.
- Intelligent and a quick learner.
- Proactive, resourceful and solution-focused.
- Persistent and tenacious.
- Reliable, trustworthy and discreet.
- Calm and professional.
- Excellent at prioritising.
- Fluent in spoken and written English.
- Confident making UK and U.S. calls.
- Excellent at online research.
- Strong with spreadsheets and technology.
- Comfortable working independently.
- Able to work from broad instructions.
- Receptive to constructive feedback.
- Confident enough to respectfully disagree or suggest a better approach.
- Able to recognise when to act independently and when approval is required.
We particularly value someone who notices things. If something is missing, overdue, inconsistent or likely to become a problem, we expect you to identify it.
Technology
You should be comfortable using and learning tools including Google Workspace, Microsoft Office, Excel/Google Sheets, Gmail/Outlook, WhatsApp, Monday.com or similar systems, CRM software, cloud storage, Canva, ChatGPT/AI tools and travel platforms.
Requirements
- Previous EA, PA, Senior VA, Operations Assistant or similar experience.
- Excellent spoken and written English.
- Strong administration, research and problem-solving skills.
- Exceptional attention to detail.
- Demonstrable ownership and follow-through.
- Reliable computer and high-speed internet.
- Backup internet/power arrangements.
- Quiet professional workspace.
- Comfortable making international calls.
- Able to provide agreed UK/U.S. working-hour coverage.
- Strong professional references.
- Willing to complete background checks.
- Looking for a stable, long-term position.
Experience supporting entrepreneurs, executives, couples/families or multiple businesses is particularly desirable.
Confidentiality & Professional Boundaries
This position involves confidential personal and business information. Integrity, discretion, judgment and confidentiality are essential.
Because you will support a husband and wife jointly, you must maintain appropriate professional boundaries and avoid unnecessary involvement in personal matters between the two principals.
What Success Looks Like
We want to give you a task and feel confident that it is being taken care of.
You remember what is outstanding.
You follow up without being reminded.
You don't say “yes” simply because you think that's what we want to hear.
You investigate before saying something cannot be done.
You try another route when the first one fails.
You anticipate sensible next steps.
You communicate clearly.
You use good judgment.
You solve problems.
Things get done.
If you are highly capable, naturally proactive, persistent and independently minded, and take pride in making sure things actually get completed, we would love to hear from you.