Personal Assistant

Key Responsibilities:

Help Bring a Child Home:
- Run the tracker.
- Keep one shared tracker of every agency, clinic, and provider step, updated within one business day.
- Chase every answer.
- Follow up on every open item so nothing waits more than 3 business days.
- Screen new agencies.
- Ask each new agency a set of three standard questions and log the answers the same day.
- Book and confirm.
- Schedule agency calls and appointments, each one confirmed in writing.
- Gather the facts.
- Collect quotes, estimates, and portal updates, with the source attached.
- Compare without guessing.
- Build comparison grids and resource lists that mark every gap instead of filling it with assumptions.
- Own the home study checklist.
- Track what's in, what's pending, and who owes it.

Keep the Days Clear:
- Own the calendar.
- Handle scheduling, confirmations, reschedules, and protected focus time.
- Close inbox loops.
- Clear open loops from the inbox every morning, with help from an AI scan.
- Brief ahead.
- Deliver a short morning brief and a one-page Sunday look-ahead for the week.

Make Family Moments Happen:
- Create good moments for his parents.
- Plan weekly traditions at home, a monthly outing, and birthdays and anniversaries well ahead of time.
- Coordinate care.
- Work with caregivers and gather a monthly update from the care team.

Show Up for the Community:
- Follow through.
- Close out commitments made in meetings for a nonprofit community cause.
- Plan events.
- Organize volunteer outings and community events from start to finish.

Keep the Household Humming:
- Pay on time.
- Pay bills on schedule and flag budget surprises early.
- Stay ahead of deadlines.
- Renew insurance and pay property taxes before they are due.
- Handle health logistics.
- Book appointments, arrange refills, and follow up with providers.

Everything Else:
- Book travel.
- Plan trips and find the best options and deals.
- Finish the small stuff.
- Run errands and small projects all the way to done.

Job Requirements:
- Organized by nature.
- Done means done.
- Honest status.
- Warm persistence.
- Judgment.
- Discretion.
- Communication.
- Tools.
- Availability.

Location: Remote - Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, Cuba, Dominican Republic, Ecuador, El Salvador, Guatemala, Haiti, Honduras, Mexico, Nicaragua, Panama, Paraguay, Peru, Uruguay, Venezuela

Skills required for this job:

• Administrative assistance
• Artificial intelligence tools
• Calendar management