Personal Assistant to CTO, CSO and CDpO

Human Pixel Pty Ltd; Pennsylvania; Remote; USD 50,000 - 70,000; Full time

Job summary

A leading software development consultancy is seeking a proactive Personal Assistant to support its executive team, ensuring effective operation through high-level administrative tasks. The role includes managing schedules, communications, and financial documentation, while offering a remote and flexible work environment.

Benefits

Flexible work environment

Opportunities for learning and development

Values-led culture focused on collaboration

Qualifications

• 3+ years as a Personal or Executive Assistant.
• Strong organisational and multitasking skills.
• Excellent written and verbal communication.

Responsibilities

• Manage schedules and travel logistics for executives.
• Draft and edit communications and reports.
• Handle invoicing, contracts, and project coordination.

Skills

Organisational skills

Multitasking

Communication

Confidentiality management

Team collaboration

Tools

Google Workspace

Microsoft Office

Zoho

Xero

Asana

Jira

Job description

Job Title: Personal Assistant (PA) to Executive Leadership

Location: Remote

Employment Type: Contract

Reports To: CTO, CSO, CDpO

Role Summary

As the Personal Assistant to the CTO, CSO, and CDpO, you’ll provide high-level administrative and operational support, ensuring our executive team remains focused and effective. Your responsibilities will span diary and travel management, communication support, and hands-on assistance with invoicing, contracts, project coordination, and sales support. This is a dynamic and influential role with exposure to the strategic and operational heart of the company.

Key Responsibilities

Executive Support

Manage the calendars, meetings, and priorities of the CTO, CSO, and CDpO

Coordinate travel logistics, events, and leadership offsites

Draft, edit, and format internal and external communications, reports, and presentations

Act as a liaison between executives and both internal teams and external partners

Handle confidential information with discretion and professionalism

Invoicing and Financial Admin

Prepare and issue client invoices based on project milestones or time-based billing

Track outstanding payments and coordinate reminders or follow-ups

Work with finance to reconcile transactions and generate monthly reports

Assist with executive expense claims and petty cash management

Contract and Legal Coordination

Prepare standard agreements, NDAs, and contract templates for review and signature

Maintain organised records of all contractual documents and approvals

Track key contract dates, renewals, and compliance milestones

Coordinate with legal or compliance personnel for reviews where necessary

Project and Deployment Support

Assist the CDpO and project leads in scheduling, documentation, and task tracking

Support resource planning and deployment readiness activities

Take minutes and track actions from sprint planning or project review meetings

Maintain internal documentation repositories and status dashboards

Sales and Strategy Support

Support the CSO in preparing sales proposals, capability documents, and estimates

Manage CRM data (e.g., in Zoho CRM), ensuring deal statuses, contacts, and activities are current

Track sales opportunities and pipeline reports for executive updates

Schedule follow-ups and coordinate prep materials for client pitches and strategic sessions

Requirements

Requirements

3+ years’ experience as a Personal Assistant or Executive Assistant supporting senior leaders

Strong organisational and multitasking skills with high attention to detail

Excellent communication skills, both written and verbal

Proficient in Google Workspace and Microsoft Office

Ability to manage sensitive information with the highest level of confidentiality

Experience in the software, tech, or consulting sectors

Familiarity with tools such as Zoho (CRM, Books, Projects), Xero, Asana, or Jira

Understanding of agile delivery and deployment cycles

Interest in digital strategy, systems integration, or client delivery operations

About Us

We are a leading software development and digital transformation consultancy delivering impactful technology solutions to clients across diverse industries. Our executive leadership team—including the Chief Technology Officer (CTO), Chief Strategy Officer (CSO), and Chief Deployment Officer (CDpO)—drives our innovation, strategic direction, and deployment execution. We are seeking a detail-oriented, proactive Personal Assistant to support these leaders in ensuring the smooth functioning of critical business areas.

What We Offer

The chance to work closely with visionary leaders across technology, strategy, and operations

A flexible work environment (remote/hybrid options available)

Opportunities for learning and development

A values-led culture focused on collaboration, innovation, and delivery excellence

A pivotal role in a growing and future-facing business