AI-Enabled Personal Executive Assistant

Regal Credit Management; Polska; On-site; PLN 90,000 - 130,000; Full time

Benefits offered by this job

Health insurance

Work from home

Opportunities for promotion

Company events

Additional leave

Job summary

Zohorecruit is seeking an AI-forward, highly organized Personal Executive Assistant to support a Principal with personal, family, travel, genealogy, documentation, and special projects. AI will be central to this role, using ChatGPT for research, analysis, and automation.

You will take ambiguous requests and turn them into structured plans, coordinating with vendors and various stakeholders. The ideal candidate has exceptional online research skills, strong judgment, and a track record of

Qualifications

• Strong online research skills and judgment when evaluating sources.
• Excellent written and spoken English.
• Highly organized with multiple projects.
• Discretion handling confidential personal information.
• Independent work without detailed instructions.
• Demonstrated use of ChatGPT for substantive work.
• Ability to turn recurring tasks into reusable prompts or AI workflows.
• Flexible hours for travel across time zones.

Responsibilities

• Manage multiple personal and family projects with priorities, deadlines, and next steps.
• Conduct detailed online research, compare options, verify sources, and provide concise recommendations.
• Support genealogy and family-history projects with archival and source verification.
• Organize documents, photographs, and digital archives; maintain Google Drive structure.
• Coordinate travel logistics including flights, hotels, and itineraries.
• Coordinate appointments, vendors, and other personal logistics.
• Use ChatGPT and AI tools for research, analysis, drafting, and planning.
• Identify recurring work and build reusable prompts, GPTs, or AI workflows.
• Handle special projects independently and drive them to completion.

Skills

Online research

Project management

English proficiency

Discretion

Independent work

AI tools usage

Time-zone flexibility

Education

Bachelor's degree

Tools

Google Drive

Google Docs

Spreadsheets

ChatGPT

Job description

AI-Enabled Personal Executive Assistant & Family Projects Coordinator

We are seeking anAI-forward, highly organized, and research-oriented Personal Executive Assistantto support a Principal with personal, family, travel, genealogy, documentation, and special projects.

This is a high-trust role for someone who can take an ambiguous request, turn it into a structured project, conduct thorough research, coordinate with different people and vendors, and follow through until completion.

AI will be a core part of the role. You should already be comfortable using tools such asChatGPTfor meaningful day-to-day work and be interested in developing reusable prompts, custom GPTs, AI-assisted workflows, and simple automations.

This isnot a traditional calendar-and-email-only Executive Assistant position. The role requires strong research ability, independent project ownership, organization, judgment, and follow-through.

Key Responsibilities

• Manage multiple personal and family projects, including priorities, deadlines, next steps, and follow-ups.
  
• Conduct detailed online research, compare options, verify sources, identify tradeoffs, and provide concise recommendations.
  
• Support genealogy and family-history projects, including archival research, family trees, biographies, historical research, and source verification.
  
• Organize personal and family documents, photographs, videos, scans, research notes, and digital archives.
  
• Maintain organized Google Drive structures, naming conventions, trackers, and searchable records.
  
• Research and coordinate travel, including flights, hotels, transportation, itineraries, reservations, and destination logistics.
  
• Coordinate appointments, vendors, service providers, family projects, relocation or education research, and other personal logistics.
  
• UseChatGPT and other AI toolsfor research, document analysis, summarization, drafting, planning, and knowledge organization.
  
• Identify recurring work that can be improved through reusable prompts, custom GPTs, structured AI workflows, or simple agents.
  
• Handle special and loosely defined projects independently and drive them through completion.
  

Requirements

Required Qualifications

• Exceptional online research skills and strong judgment when evaluating sources.
  
• Strong project management, prioritization, and follow-through skills.
  
• Excellent written and spoken English.
  
• Highly organized and comfortable managing multiple unrelated projects simultaneously.
  
• Strong discretion and judgment when handling confidential personal and family information.
  
• Strong working knowledge ofGoogle Drive, Google Docs, spreadsheets, calendars, and online research tools.
  
• Ability to work independently and identify appropriate next steps without requiring detailed instructions.
  
• Demonstrated day-to-day use ofChatGPT or comparable AI tools for substantive work.
  
• Interest and ability to turn recurring tasks into reusable prompts, custom GPTs, AI-assisted workflows, or simple agents.
  
• Flexibility to adjust working hours when the Principal travels across different time zones.
  

Preferred Qualifications

• Experience as aPersonal Assistant, Executive Assistant, Research Coordinator, Family Office Assistant, or Project Coordinator.
  
• Experience supporting a senior executive, private principal, or family.
  
• Experience with genealogy, archival research, historical research, libraries, or family-history projects.
  
• Experience managing digital filing systems, research archives, knowledge bases, or complex document collections.
  
• Experience coordinating international travel or supporting rapidly changing priorities.
  
• Experience creating AI-assisted workflows, custom GPTs, no-code automations, or similar reusable systems.
  

What We’re Looking For

The ideal candidate is someone who is:

• Curious and naturally interested in finding answers.
  
• Comfortable receiving a broad or unclear request and turning it into an organized plan.
  
• Proactive without needing constant direction.
  
• Strong at turning research into clear, concise recommendations.
  
• Reliable with deadlines, follow-ups, and open tasks.
  
• Discreet, resourceful, calm, and thoughtful with sensitive information.
  
• Comfortable using AI as aworking system rather than simply a writing tool.
  
• Able to verify AI-generated information rather than treating AI output as fact.
  

Education:

• Bachelor's (Preferred)
  

Experience:

• executive assistance: 2 years (Preferred)
  
• personal assistance: 2 years (Preferred)
  
• Additional leave
  
• Company events
  
• Health insurance
  
• Opportunities for promotion
  
• Work from home