Part-time Remote Personal Assistant at RecruitMyMom

Job Description

• This is a remote position.
• Positioned within a scaling executive coaching and fundraising consultancy, this role is critical for driving operational flow, high-level administrative precision, and seamless project management. Operating as a proactive and tech-savvy business partner to a busy principal, the successful candidate will manage complex client schedules, automate digital workflows, and coordinate regional travel. This part-time, remote position for 5 - 7 hours per week requires an autonomous professional capable of providing firm accountability support while leveraging modern AI tools to maximise practice efficiency.

Key Responsibilities

• Complex Calendar & Schedule Management: Take full ownership of a diverse coaching diary comprising 24 active clients. Coordinate 1:1 sessions, group coaching, and multi-location team away days across both remote and in-person environments.
• Booking System Automation: Optimise and oversee Calendly configurations, ensuring precise buffer times, cross-continental timezone alignments, and automated client reminder sequences run without interruption.
• Technical Workarounds & Security Navigation: Navigate unique client-side scheduling constraints, implementing creative workarounds (such as remote access configurations and alternative reminder tracks) for an in-house charity client utilising strict two-factor authentication (2FA) protocols.
• Workflow Optimisation & Project Management: Build out, refine, and maintain operational pipelines and coaching inquiries within ClickUp. Create automated task flows to streamline daily consult operations and minimise administrative friction.
• Executive Accountability Partnering: Act as a gentle but firm accountability partner to the principal, actively monitoring operational deadlines, chasing upcoming deliverables, and ensuring coaching practice tasks stay strictly on track.
• Travel Coordination: Research, coordinate, and prepare monthly travel itineraries between Devon and London (1–2 times per month), identifying optimal routes using the Great Western Railway (GWR) application and presenting concise options for executive sign-off.
• Content Scheduling & Communication Support: Execute a structured weekly LinkedIn posting schedule (1–2 posts per week), focusing on the mechanics of scheduling, consistency tracking, and performance visibility.
• Correspondence Drafting: Leverage advanced generative AI platforms to draft, polish, and manage professional email correspondence and client-facing documentation.
• High-Responsiveness Communication: Maintain a highly responsive, fluid communication loop with the principal via WhatsApp to manage urgent, real-time day-to-day scheduling adaptations.

Requirements

• Minimum of 3+ years of proven Virtual Assistant experience supporting independent professionals, directors, or consultancies.
• Demonstrated track record managing highly complex diaries, automated booking pipelines, multi-location workflows, and multi-party reminders.
• Hands-on experience architecting tasks, pipelines, and automated workflows within digital project management environments.
• Practical familiarity with managing, staging, and scheduling professional content posts on professional networking platforms.
• Ability to work completely autonomously, think ahead, and hold an executive accountable to deadlines.
• Absolute requirement to work standard UK hours (Monday to Thursday, 09:00 to 16:30 UK time / 10:00 to 17:30 South African time).

Preferred Qualifications

• Prior experience supporting professional coaches, facilitators, or fundraising consultants.
• Experience navigating corporate or charity IT security frameworks (e.g., 2FA environments).

Required Software Skills

• ClickUp (or equivalent advanced project management systems)
• Calendly
• Claude Pro (or similar Generative AI productivity tools)
• LinkedIn (Content scheduling functionality)
• WhatsApp Desktop
• Great Western Railway (GWR) app or similar travel booking software