Executive Assistant / Personal Assistant

Company Overview A professional in global philanthropy has spent the last four years sourcing, vetting, and running due diligence on nonprofits around the world, selecting organisations that then go on to raise funding. Having recently moved from a full-time role into consulting for the same organisation, they are now building an independent consulting practice working with nonprofits and donors. Alongside this, they are growing an investing practice focused on sourcing and researching new deals.

Role Overview Seeking a highly organised, proactive Executive Assistant / Personal Assistant to take ownership of the founder's inbox, calendar, follow-ups, and day-to-day admin across both consulting work and personal life. During this transition into running an independent practice, the role requires someone who can help build the systems behind it (CRM, sales pipeline, scheduling, follow-up routines) so that everything is clean and in place going forward. The goal is to free up the executive's time to focus on consulting and investing. This role starts part-time and is expected to grow into a full-time position.

Key Responsibilities

• Manage and triage a very high-volume Gmail inbox: sort, prioritise, archive, flag what needs attention, and draft or send replies.

• Own the Google Calendar across multiple time zones, including meetings, client and prospect interviews, and travel.

• Track to-dos and follow-ups, and send proactive reminders and nudges so nothing slips through the cracks.

• Communicate with contacts mostly as a third party (scheduling, coordination) and, where agreed, draft or send replies on the executive's behalf.

• Help set up the infrastructure for the new consulting practice: CRM, sales pipeline, follow-up tracking, and potential-client interview scheduling.

• Research CRM options (having previously used Affinity and currently testing alternatives), then present the best options with pros and cons for a final decision. Start with a Google Sheets tracker in the meantime if needed.

• Handle personal admin, including booking appointments and chasing insurance companies and service providers until issues are resolved.

• Coordinate frequent international travel: flights, accommodation, itineraries, and calendar updates across time zones.

• Support research tasks, including first-pass research on nonprofits, potential consulting clients, and new investment opportunities.

• Use AI tools (e.g., Claude, ChatGPT) to speed up admin, and help set up simple recurring workflows and automations.

Skills & Tools

• 3+ years of experience as an Executive Assistant or Personal Assistant, ideally supporting a founder, consultant, or busy executive.

• Strong Google Workspace skills (Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs).

• Experience with at least one CRM (e.g., Affinity, HubSpot, Attio, Pipedrive) and building a simple pipeline from scratch.

• Excellent written English. Confident drafting emails in an executive’s voice and following up persistently but politely.

• Very organised and proactive. Comfortable in a startup-style setup where processes are still being built and can change quickly.

• Calm, structured, and reliable. Able to keep a busy executive on track without needing to be chased.

• Strong research skills, with the ability to summarise options clearly and make a recommendation.

• Nice to have: hands-on experience with AI tools (Claude, ChatGPT) and automations; any experience building AI agents is a bonus.

• Nice to have: exposure to nonprofit, philanthropy, consulting, or investment/VC environments.