Senior Personal Assistant

Senior Personal Assistant & Family Financial Administration Coordinator “Executive-assistant experience” is a qualification, but not the central job. The position is approximately: 50% personal and family assistance 30% accounting-focused administrative support 20% board, advisory and executive support Bookkeeper expert in Quickbooks remains the bookkeeper. The new assistant prepares, organizes, tracks and follows up; Bookkeeper handles formal bookkeeping, reconciliations and financial reporting. Description to send recruiting firms Exec seeking a highly experienced, part-time Senior Personal Assistant and Family Financial Administration Coordinator based South America. This is primarily a personal and family-office support position—not a traditional corporate executive-assistant role. The successful candidate will manage personal administration, family logistics, household and asset-related matters, travel, insurance, appointments, credit-card issues, financial-document organization and accounting-focused coordination with John’s bookkeeper. Exec Support will continue to exist but most responsibilities will involve managing John’s personal, family and financial-administration matters. Schedule Monday–Friday 9:00a.m–1:00 p.m. Pacific Time (FLEXIBLE) 20 guaranteed hours weekly Long-term position Occasional additional project hours by agreement Personal and family assistance Manage personal calendar, appointments and reminders. Protect John’s 7:30–9:00 a.m. workout schedule. Coordinate family logistics for John, Carie, Olivia and Ella. Handle sophisticated domestic and international travel. Make reservations and coordinate transportation. Manage household, property, vehicle and boat vendors. Track insurance policies, renewals and open issues. Coordinate medical appointments and records. Track memberships, events, gifts and correspondence. Maintain a master personal task dashboard. Call vendors and institutions and follow through until issues are resolved. Accounting-focused administrative support Work closely with Kristy, John’s continuing bookkeeper. Download and organize bank and credit-card statements. Collect receipts and supporting documents. Maintain the bill, tax and payment calendar. Prepare bills and payments for approval. Track recurring charges, refunds and reimbursements. Identify missing statements, duplicate charges and late fees. Organize QuickBooks and Wave documentation for Kristy. Maintain separate records for family records. Prepare monthly budget-versus-actual summaries for kids. Help the daughters organize spending and budgeting. Coordinate credit-card disputes and customer-service calls. Track property taxes, DMV obligations, insurance payments and entity filings. Maintain open accounting questions and obtain answers for Kristy. Assist with financial-document packages for the CPA, attorneys and advisers. Limited executive support Coordinate board, advisory and investment meetings. Maintain board calendars and meeting materials. Organize Advisory documentation. Track personal SuperCare and rollover-equity matters. Maintain adviser and professional contact information. Prepare concise meeting briefs and follow-up lists. Recruiters should present only candidates who have: Five-plus years as a personal assistant, family-office assistant or EA/PA Experience supporting a founder, CEO or affluent family C1 or C2 English Excellent telephone communication Accounting-administration or bookkeeping-support experience QuickBooks Online and spreadsheet familiarity. Not an expert. Experience reviewing statements and organizing receipts Complex travel experience Strong discretion with family and financial information Persistent vendor and institutional follow-through Prior experience working U.S. business hours Two verifiable U.S. references Stable internet, backup connectivity and a professional calling environment Important accounting boundary The candidate must understand: This role supports the accounting process but is not the family’s bookkeeper, controller, tax adviser or investment manager. The assistant may: Gather and organize documents Prepare schedules Track transactions and deadlines Identify discrepancies Coordinate with Kristy Prepare payments for approval The assistant may not: Approve wires or transfers Make investment decisions Determine tax treatment Finalize reconciliations without Kristy Change beneficiaries or account ownership Impersonate family members on financial calls Revised request to Kore BPO and Virtual Latinos We are not seeking a conventional corporate executive assistant or a general virtual assistant. The role is primarily a Senior Personal Assistant with accounting-focused family administrative support.