Personal Assistant to Owner

Bali Jobs Recruitment by Claire Tomkins; Kuta; On-site; IDR 167,400,000 - 234,360,000; Full time

Job summary

Bali Jobs Recruitment by Claire Tomkins is seeking a highly organized Personal Assistant to support the Owner with day-to-day personal and business operations in Uluwatu, Bali.

Responsibilities include managing emails and the Owner's calendar, coordinating multi-time-zone meetings and travel, and handling confidential communications with discretion. The role requires at least 2 years of PA/EA experience, excellent English, strong organizational skills, and on-site availability 1–2 days per week.

Qualifications

• Minimum 2 years of experience as a Personal Assistant, Executive Assistant, Chief of Staff.
• Excellent written and spoken English with senior executives and partners.
• Proficient in email management, calendars, Google Workspace, AI tools.
• Highly reliable, discreet with confidential information.
• Proactive and able to multitask in a fast-paced environment.
• Experience coordinating cross-time-zone meetings and international travel.

Responsibilities

• Manage and organize incoming emails, prepare replies, and keep the inbox structured.
• Oversee Owner's calendar, coordinate meetings across time zones, ensure links/docs are ready.
• Maintain a system to track tasks, deadlines, and follow-ups.
• Turn conversations into actionable tasks with clear follow-ups.
• Coordinate travel arrangements including flights, hotels, transfers, itineraries.
• Serve as primary contact with partners, staff, drivers, and external providers.
• Prepare simple documents, meeting notes, summaries, and assist with reservations.
• Follow up with lawyers, accountants, and team members to move deliverables forward.
• Identify process gaps and solve daily operational issues proactively.

Skills

Calendar management

Email management

Travel coordination

Cross-time-zone meetings

Discretion

AI tools

Tools

Google Workspace

ChatGPT

Job description

Our client, a luxury boutique business centered on hospitality and lifestyle projects in Uluwatu, Bali, is currently seeking a highly organized, proactive, and trustworthy Personal Assistant to support the Owner with day-to-day personal and business operations. In this role, you will bring structure into a fast-moving environment by managing multiple projects, coordinating complex schedules and travel, handling business communications, and overseeing daily administrative workflows.

Requirements:

• Minimum of 2 years of experience as a Personal Assistant, Executive Assistant, Chief of Staff, preferably supporting an entrepreneur or founder.
• Excellent written and spoken English skills with the ability to communicate professionally with senior executives, investors, lawyers, and business partners.
• Strong digital literacy, with high proficiency in email management, calendars, Google Workspace, modern online tools, and AI tools (such as ChatGPT).
• Extremely reliable, detail-oriented, and discreet when handling confidential personal and business information.
• Proactive mindset with the ability to work independently, prioritize tasks, and manage multiple projects simultaneously in a fast-paced environment.
• Proven track record in managing complex schedules, cross-time-zone meetings, and international travel logistics.
• Strong organizational and problem-solving skills, with a focus on bringing order to dynamic workflows.
• Based in Bali and able to work on-site in Uluwatu approximately 1–2 days per week.
• Experience handling both personal and business administration is a strong advantage.
• Basic knowledge of German is a plus, but not required.

Key Responsibilities:

• Manage and organize incoming emails, prepare replies, follow up on open topics, and keep the inbox structured and manageable.
• Oversee and manage the Owner's calendar, coordinate meetings across different time zones, and ensure all relevant links and documents are available prior to appointments.
• Maintain a clear system to track open tasks, deadlines, and follow-ups, reminding the Owner of important decisions and outstanding items.
• Turn informal conversations, emails, and WhatsApp messages into actionable tasks and clear follow-up steps.
• Coordinate travel arrangements, including flights, accommodation, transfers, and detailed travel itineraries, handling any changes smoothly.
• Act as the primary point of contact and coordinate seamlessly with business partners, internal team members, family staff, drivers, and external service providers.
• Provide comprehensive administrative support, including preparing simple documents, meeting notes, summaries, and assisting with personal logistics and reservations.
• Follow up with lawyers, accountants, consultants, and team members to ensure all deliverables and information requests move forward seamlessly.
• Identify process gaps and proactively solve daily operational issues to ensure no important details or deadlines are missed.