Executive Personal Assistant & Scheduling Expert

Simera; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Simera is seeking a highly organized Personal Assistant to provide comprehensive administrative and personal support to an executive. The role requires discretion, strong communication, and the ability to manage multiple priorities with minimal supervision.

You will handle calendars, travel, documents, and expense tracking, coordinate with internal teams and external contacts, and maintain confidential records.

Qualifications

• Excellent verbal and written communication skills.
• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent prioritization and multitasking abilities.
• Strong problem-solving and decision-making skills.
• Highly proactive and resourceful approach.
• Strong follow-up and task-management abilities.
• Professional and polished communication style.
• Proficiency with Google Workspace or Microsoft Office.
• Comfortable using calendars, email, spreadsheets, video conferencing, and other digital tools.
• Ability to work independently and anticipate needs with minimal supervision.
• High level of discretion and professionalism.

Responsibilities

• Manage calendars, appointments, meetings, and daily schedules.
• Coordinate personal and professional commitments and ensure timely follow-up.
• Monitor and organize emails, messages, calls, and other communications.
• Prepare and organize documents, reports, presentations, and other materials.
• Coordinate meetings, calls, travel arrangements, and itineraries.
• Manage reminders, deadlines, tasks, and follow-ups.
• Conduct online research and gather information as requested.
• Assist with expense tracking, invoices, payments, and administrative records when required.
• Coordinate with internal teams, clients, service providers, and other external contacts.
• Handle routine requests and administrative matters on behalf of the executive or professional.
• Maintain organized digital files, documents, contacts, and records.
• Support personal and professional projects and help ensure tasks are completed on time.
• Anticipate needs, identify potential issues, and take proactive action when appropriate.
• Maintain strict confidentiality when handling personal, professional, or sensitive information.
• Provide reliable day-to-day support and ensure priorities are managed efficiently.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Attention to detail

Prioritization

Multitasking

Proactive

Resourceful

Follow-up

Task management

Professional communication

Calendar management

Email management

Spreadsheets

Video conferencing

Tools

Google Workspace

Microsoft Office

Job description

Simera is seeking a highly organized Personal Assistant to provide comprehensive administrative and personal support to an executive. The role requires discretion, strong communication, and the ability to manage multiple priorities with minimal supervision.

You will handle calendars, travel, documents, and expense tracking, coordinate with internal teams and external contacts, and maintain confidential records.