Personal Assistant to Owner

Our client, a luxury boutique business centered on hospitality and lifestyle projects in Uluwatu, Bali, is currently seeking a highly organized, proactive, and trustworthy Personal Assistant to support the Owner with day-to-day personal and business operations. In this role, you will bring structure into a fast-moving environment by managing multiple projects, coordinating complex schedules and travel, handling business communications, and overseeing daily administrative workflows.

Requirements

Minimum of 2 years of experience as a Personal Assistant, Executive Assistant, Chief of Staff, preferably supporting an entrepreneur or founder.

Excellent written and spoken English skills with the ability to communicate professionally with senior executives, investors, lawyers, and business partners.

Strong digital literacy, with high proficiency in email management, calendars, Google Workspace, modern online tools, and AI tools (such as ChatGPT).

Extremely reliable, detail-oriented, and discreet when handling confidential personal and business information.

Proactive mindset with the ability to work independently, prioritize tasks, and manage multiple projects simultaneously in a fast-paced environment.

• Proven track record in managing complex schedules, cross-time-zone meetings, and international travel logistics.
• Strong organizational and problem-solving skills, with a focus on bringing order to dynamic workflows.
• Based in Bali and able to work on-site in Uluwatu approximately 1–2 days per week.
• Experience handling both personal and business administration is a strong advantage.
• Basic knowledge of German is a plus, but not required.

Key Responsibilities

Manage and organize incoming emails, prepare replies, follow up on open topics, and keep the inbox structured and manageable.

Oversee and manage the Owner's calendar, coordinate meetings across different time zones, and ensure all relevant links and documents are available prior to appointments.

• Maintain a clear system to track open tasks, deadlines, and follow-ups, reminding the Owner of important decisions and outstanding items.
• Turn informal conversations, emails, and WhatsApp messages into actionable tasks and clear follow-up steps.
• Coordinate travel arrangements, including flights, accommodation, transfers, and detailed travel itineraries, handling any changes smoothly.

Act as the primary point of contact and coordinate seamlessly with business partners, internal team members, family staff, drivers, and external service providers.

Provide comprehensive administrative support, including preparing simple documents, meeting notes, summaries, and assisting with personal logistics and reservations.

Follow up with lawyers, accountants, consultants, and team members to ensure all deliverables and information requests move forward seamlessly.

Identify process gaps and proactively solve daily operational issues to ensure no important details or deadlines are missed.