Personal Assistant

Talentoma; Buffalo (NY); Remote; USD 47,000 - 63,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Bonus opportunities

Stipends

Remote work

Job summary

Talentoma is seeking a Personal Assistant to provide administrative support remotely from New York. You will review emails, manage calendars, coordinate travel, draft routine messages, and support day-to-day scheduling for the executive you assist.

This desk-based role requires strong organization and clear communication, with a 40-hour work week. You'll work with the administrative team lead to confirm details, prepare agendas, and ensure timely responses.

Qualifications

• High school diploma or equivalent.
• No experience required; related personal assistant or scheduling experience preferred.
• Familiarity with appointment coordination and travel research.
• Able to use calendar invitations and shared online workspaces.

Responsibilities

• Review emails and requests at shift start, identify deadlines and action items.
• Clarify purpose, participants, timing, and outcomes before recording actions.
• Organize appointments using Outlook and check availability before sending invites.
• Prepare meeting agendas and gather background information for discussions.
• Draft routine messages and route questions to the supported individual.
• Research travel options and prepare itineraries with approved providers.
• Maintain action lists in Trello with due dates and progress.
• Take concise meeting notes and share action summaries.

Skills

Email management

Calendar management

Travel research

Meeting preparation

Task coordination

Communication

Privacy & discretion

Education

High school diploma

Tools

Microsoft Outlook

Trello

Job description

Job Title: Personal Assistant

Monthly Pay: $4,209 - $5,664 USD per month

Summary:

Each shift begins with reviewing incoming emails, calendar changes, and outstanding requests so the person you support can focus on their priorities. The Personal Assistant provides practical administrative support that keeps appointments, communications, and everyday arrangements organized. The role sits within the administrative support team and works under an administrative team lead. You coordinate with the supported individual, internal colleagues, meeting participants, and travel providers to confirm details and resolve routine scheduling questions. This is a fully remote, desk-based work from home position in New York, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming emails and assigned requests at the start of each shift, identifying deadlines, missing information, and items requiring the supported individual's attention.
• Clarify each request's purpose, participants, timing, and expected outcome before recording the next action and responsible contact in the shared task list.
• Organize appointments using a scheduling and calendar tool such as Microsoft Outlook, checking availability, meeting duration, access links, and possible conflicts before sending invitations.
• Prepare meeting agendas from supplied priorities, gather background information, and confirm that participants have the materials needed before scheduled discussions.
• Draft routine messages for review, relay approved updates, and route questions that need personal decisions directly to the supported individual.
• Research travel options and prepare proposed itineraries, checking dates, destinations, connections, and preferences before requesting approval for arrangements through approved providers.
• Maintain action lists using a project management tool such as Trello, noting due dates, progress, dependencies, and information still needed from others.
• Take concise meeting notes when requested, distinguish decisions from open questions, and send agreed action summaries to the appropriate participants.
• Follow up on unanswered requests and approaching deadlines; elevate conflicting priorities, unavailable arrangements, or unclear instructions to the administrative team lead.
• Close completed tasks, provide an end-of-shift handoff, and support quality reviews based on accuracy, turnaround, complete notes, and dependable follow-up.

Qualifications:

• High school diploma or equivalent.
• No experience required; related personal assistant, administrative support, or scheduling experience preferred.
• Familiarity with appointment coordination, meeting preparation, travel research, and the difference between preparing options and approving decisions.
• Basic ability to use calendar invitations, task boards, email folders, and shared online workspaces while learning established procedures.
• Clear written and verbal communication for confirming details, asking focused questions, and providing concise updates without making unsupported commitments.
• Careful handling of private correspondence, contact details, and travel information, with sound judgment about who should receive updates.
• Ability to organize competing requests, verify details, and raise questions promptly rather than guessing about priorities or instructions.
• A reliable computer, high-speed internet, and quiet private workspace; availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home in a desk-based administrative support role.
• Structured onboarding and training on a scheduling and calendar tool such as Microsoft Outlook and a project management tool such as Trello.
• Regular check-ins with the administrative team lead to review priorities, discuss questions, and receive practical feedback.
• Opportunities to build personal assistance, travel planning, meeting preparation, and task coordination skills through guided daily work.
• Health coverage, paid leave, a 401(k), bonus opportunities, and stipends.