Executive, Personal & Operations Assistant For Music Production Company CEO

I run an international music production company and am looking for an exceptional Executive, Personal & Operations Assistant for an ongoing, part-time collaboration. The central objective of this role is to protect the mental space I need for high-level creative work. I am not looking simply for someone who completes isolated tasks, but for a committed, solution-driven person who can take ownership of both professional and personal matters, anticipate what requires attention, and progressively remove administrative, financial, and logistical clutter from my mind. This is not a traditional secretarial role. Once a task or problem has been entrusted to you, I expect you to take ownership of it, move it forward independently, and bring it to a clear resolution, while involving me only when my judgement or approval is genuinely required. I need someone who can understand the intended outcome, determine the most effective course of action, overcome practical obstacles, and follow the matter through to completion. Your responsibilities will include: * Managing my calendar, meetings, deadlines, priorities, and follow-ups * Organising international travel and producing clear, complete itineraries * Taking end-to-end ownership of personal and professional administrative matters as they arise * Coordinating bookings, reservations, appointments, practical arrangements, and other time- and communication-sensitive requests * Conducting thoughtful outreach and making requests on my behalf to clients, institutions, cultural organisations, partners, and other relevant contacts * Drafting polished correspondence and communicating with discretion, elegance, and sound judgement * Issuing invoices, tracking payments, and following up professionally on overdue amounts * Collecting receipts and supplier invoices from my inbox * Categorising expenses and maintaining complete, well-organised financial records * Preparing clean monthly documentation for my accountant * Maintaining a clear overview of budgets, upcoming payments, outstanding invoices, refunds, and missing documents * Creating and improving workflows using AI and automation where appropriate * Identifying operational gaps, unresolved matters, inefficiencies, risks, and opportunities for improvement I am looking for someone who is: * Committed, proactive, and genuinely solution-driven, someone I can trust * Capable of taking responsibility for outcomes, not merely completing individual steps * Independent, resourceful, and comfortable making sound operational decisions * Able to close loops without repeated instructions, supervision, or reminders * Able to distinguish intelligently between what can be handled independently and what genuinely requires my attention * Exceptionally organised, reliable, and detail-oriented * Capable of communicating and writing to a formal, institutional standard * Confident making well-judged approaches and requests on my behalf * Socially perceptive and able to adapt their tone to different professional, institutional, cultural, and personal contexts * Highly proficient with AI tools, while understanding the importance of accuracy, discretion, confidentiality, and human verification * Comfortable working with changing priorities in an international creative environment * Fluent in English; French is a strong advantage This is not a purely task-based virtual assistant position. I want someone who can understand how both my company and my working life operate, identify blind spots, anticipate needs, and create practical solutions. The aim is for this person to become a trusted long-term operational partner and a dependable extension of me. Experience supporting a founder, artist, executive, creative company, public figure, or small international business would be particularly relevant. Please include: 1. How you would protect the mental space I need for my high-level creative work by taking ownership of operations 2. How you would organise receipts, expenses, invoices, and monthly preparation for an accountant 3. The AI and automation tools you use in your work 4. Your experience with high-level responsibilities 5. Your availability, time zone, and hourly rate Please apply as an individual, not as an agency.