Personal and Administrative Assistant

Description

Job Summary: We are seeking a Personal and Project Assistant to coordinate, track, and administratively manage multiple projects, including calendar management, communication with third parties, and documentation. Key Highlights: 1. Project coordination and tracking (operational PM). 2. Calendar management and logistical organization. 3. Communication and coordination with third parties, including intermediate English. Position: Personal and Project Assistant (Multi\-project) **Job Description** We are seeking a Personal and Project Assistant to support the daily operations of several parallel projects. This role combines coordination, tracking, and administrative order: calendar management, task tracking, communication with third parties, and maintenance of documentation and processes. Responsibilities * **Project coordination and tracking (operational PM):** * Track tasks, priorities, and deadlines across multiple projects. * Maintain updated dashboards and task lists (Trello/Asana/ClickUp/Notion). * Document agreements, next steps, and responsible parties after meetings. * Identify risks or blockers and report them promptly with proposed solutions. * **Calendar and organization:** * Manage calendar: confirm appointments, prepare agendas, and set reminders. * Coordinate logistics (reservations, procedures, purchases, services, and vendors). * **Communication and coordination with third parties:** * Draft and follow up on emails and messages in Spanish and **intermediate English**. * Request quotations, compare options, and coordinate deliveries. * **Documentation and administrative order:** * Organize files, access permissions, receipts, and documentation in Drive/Dropbox. * Maintain clear folder structures and naming conventions. * Support simple reporting (Sheets/Excel) and information tracking. Requirements * Prior experience as a personal assistant, executive assistant, or in administrative/project coordination. * Knowledge of **basic project management** (tracking, prioritization, deliverables). * **Basic English (A2–B1\):** reading and replying to short emails, simple follow-ups. * Proficiency with tools: Google Calendar, Gmail, Google Drive, Excel/Google Sheets. * High level of organization, attention to detail, and consistent follow-through. Desired Skills * Proactivity and judgment to anticipate operational needs. * Clear, professional, and action-oriented communication focused on closing pending items. * Discretion and responsible handling of sensitive information. (Medical data is handled.) * Ability to adapt to shifting priorities while maintaining order and visibility. Preferred * Experience with Notion/ClickUp and weekly reporting. * General familiarity with technology projects (no programming required). * Strong email and message writing skills. Work Mode / Deliverables * **Brief daily update**: completed tasks, ongoing tasks, and blockers (if any). * **Weekly summary**: progress per project, upcoming deliverables, and priorities. * Updated dashboard and calendar to ensure visibility and control. Salary: $12,000\.00 \- $15,000\.00 per month Benefits: * Salary increases * Free beverages * Option for indefinite-term contract * Discounted cafeteria service Work Location: On-site employment