Executive Personal Assistant

Responsibilities:

• Manage calendars, meetings, reminders, and scheduling across time zones.
• Coordinate calls, follow-ups, internal check-ins, and external meetings.
• Draft, format, and organize emails, documents, reports, letters, and internal communications.
• Track action items, deadlines, commitments, and pending decisions.
• Prepare meeting notes, summaries, agendas, and follow-up messages.
• Support travel planning, reservations, logistics, and administrative arrangements when needed.
• Maintain organized digital records, folders, trackers, and contact lists.
• Assist with vendor, client, partner, and candidate coordination.
• Conduct basic research and prepare concise summaries.
• Handle confidential business and personal information with discretion.
• Help reduce operational clutter and ensure nothing important falls through the cracks.

Requirements:

• 3+ years of experience as a personal assistant, executive assistant, administrative assistant, or similar role.
• Excellent written and spoken English.
• Strong organisation, time management, and follow-through.
• Ability to manage multiple tasks without losing details.
• High level of professionalism, discretion, and confidentiality.
• Strong calendar, email, document, and task-management skills.
• Comfortable using Google Workspace, Slack, WhatsApp, Zoom, Notion, Trello, or similar tools.
• Ability to work across different time zones when required.
• Familiarity with American business communication and professional etiquette is a strong advantage.
• Experience supporting founders, executives, or fast-paced startup teams is preferred.

Ideal Candidate:

• Is proactive and anticipates what needs to happen next.
• Communicates clearly and politely.
• Can chase people for updates without being rude.
• Keeps information organized and easy to find.
• Protects executive time and reduces distractions.
• Is calm, reliable, and discreet under pressure.

Must-haves:

• Strong written and verbal English communication.
• High professionalism and discretion.
• Excellent organization and attention to detail.
• Ability to work quickly and independently.
• Strong ownership and follow-through.
• Reliable internet, power backup, and work setup.
• Comfort working with remote teams and international clients.
• Ability to handle confidential information responsibly.
• Willingness to complete practical assessments during the hiring process.

Work Environment:

• BlueOcean is fast-paced, demanding, and performance-driven.
• Internal support staff are expected to create order, improve execution, follow up consistently, help the leadership team and delivery teams operate at a high standard.