Head of Personal Assistant

Social Discovery Group; Poland; On-site; PLN 217,233 - 325,850; Full time

Benefits offered by this job

28 vacation days per year

7 wellness days

Bonuses for referrals up to $5,000

50% payment for professional development

Corporate discount for English lessons

Health benefits compensation

Workplace equipment provided

Internal gamified gratitude system

Job summary

A private executive firm is looking for a Head of Executive / Personal Assistant to support the founder and family comprehensively. This remote role involves managing calendars, travel, and personal tasks, while coordinating a small team. Candidates should have robust experience in executive support, strong multitasking abilities, and familiarity with handling confidential information. The position provides numerous perks including 28 vacation days, wellness days, health benefits, and bonuses for successful referrals.

Qualifications

• Advanced calendar and meeting management skills required.
• Experience with strong travel coordination for complex itineraries.
• Ability to manage vendors and contractors effectively.

Responsibilities

• Plan and prioritize tasks to support the founder's goals.
• Manage team operations and improve workflow processes.
• Coordinate personal assets including yacht and helicopter management.

Skills

Advanced calendar and meeting management

Strong travel coordination

Vendor and contractor management

Budget tracking

Document tracking

Strong written and verbal communication

Proficiency in Excel / Google Sheets / Notion

Ability to build systems and trackers

Fluent English and Russian

Experience handling confidential information

Strong prioritisation skills

Job description

Head of Executive / Personal Assistant

We’re hiring a Head of Executive / Personal Assistant to support the founder and family end-to-end. You will manage calendar, travel, documents, vendors, budget, and personal tasks, while coordinating a team of 4 and driving operational and project work.

Ideal for candidates with experience supporting business owners or UHNW individuals, strong multitasking and decision‑making skills, and a high level of service and confidentiality.

Your main tasks will be:

• Plan and prioritize to support founder’s goals
• Manage team operations and improve processes
• Coordinate personal assets (yacht, helicopter, vehicles)
• Track activities, reporting, and plan vs. actual performance
• Organise secretariat workflow and control task execution
• Hire and manage contractors and support staff
• Oversee asset maintenance, insurance, and related operations
• Manage documents: deadlines, renewals, submissions
• Own calendar: schedule meetings, prepare materials
• Run meetings: notes, follow‑ups, execution tracking
• Handle budgeting, expenses, and financial reporting
• Organise travel (business, family, guests) incl. visas
• Coordinate relocations and logistics
• Support healthcare coordination
• Handle personal tasks and administrative matters

We expect from you:

• Advanced calendar and meeting management
• Strong travel coordination (flights, trains, hotels, transfers, multi‑stop itineraries)
• Vendor and contractor management
• Budget tracking and expense reporting
• Document tracking and administrative control
• Strong written and verbal business communication
• Proficiency in Excel / Google Sheets / Notion / task trackers / calendar tools
• Ability to build systems, trackers, checklists, and reporting from scratch
• English & Russian: professional working proficiency or higher (required)
• Experience handling confidential and sensitive information
• Strong prioritisation and operational planning skills

What do we offer:

• REMOTE OPPORTUNITY to work full time
• Vacation – 28 calendar days per year
• 7 wellness days per year that can be used for personal matters without taking sick leave
• Bonuses up to $5,000 for successful referral of candidates
• 50% payment for professional training, international conferences, and meetings
• Corporate discount for English lessons
• Health benefits – compensation up to $1,000 per year for health‑insurance or medical fees for employee and close relatives if not eligible for company health insurance
• Workplace equipment – company furnishes all required office/rental equipment, and reimbursement up to $1,000 per year for home office setup every three years
• Internal gamified gratitude system – receive bonuses from colleagues and exchange them for merchandise, team building activities, massage certificates, etc.