Personal Virtual Assistant

We are hiring a Personal Virtual Assistant for a research-focused professional in the Artificial Intelligence industry. This is a Part-Time remote role for a UK-based client. The role is focused on inbox and calendar management, deadline tracking, research and academic admin support, and light interview coordination. The ideal candidate is proactive, detail-oriented, dependable, discreet with sensitive information, an excellent communicator, and a fast learner who can self-onboard to new tools.

Key Responsibilities:

• Manage executive inbox: triage emails, draft professional responses, flag priorities, and follow up on pending items

• Calendar management: schedule meetings across time zones, prioritize commitments, timebox key tasks, and send reminders

• Track tasks and deadlines; provide a brief morning kickoff check-in and same-day nudges on urgent items

• Support academic admin: navigate university/student portals, identify requirements and deadlines, draft emails to faculty/administration, and compile checklists

• Assist with research/grant application admin: gather requirements, prepare forms, track submissions, and maintain a document repository

• Coordinate interviews: schedule candidate calls, prepare agendas, take notes, and send follow-ups; conduct initial screening calls when requested

• Maintain simple SOPs and a shared task board to ensure visibility and continuity

• Uphold confidentiality and security best practices; handle sensitive information with discretion

• Collaborate with the client and relevant team members as needed; perform ad hoc administrative tasks

Required Qualifications:

• 2+ years proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.

• 1+ years proven experience supporting outreach and follow-up initiatives.

• Exceptional organizational skills and the ability to manage multiple tasks independently.

• Strong professional communication skills for client outreach and internal collaboration.

• Experience working in a remote, global environment.

Preferred Qualifications:

• Experience supporting professionals in tech, research, or startups

• Experience coordinating interviews or assisting with recruiting workflows

• Familiarity with academic or grant-related administrative processes

Required Skills & Tools:

• Email and calendar tools (Gmail/Outlook and Google Calendar/Outlook Calendar)

• Productivity and documentation tools like Google Workspace or Microsoft 365; task managers like Notion/Asana/Trello

• Video conferencing tools (Zoom, Google Meet, or Microsoft Teams)

• Comfortable using AI assistants (e.g., ChatGPT/Claude) for basic research and drafting

Schedule & Pay:

• Part-Time position; 10 hours per week

• Work Schedule: 2 hours per day, Monday-Friday, with a 10–15 minute morning kickoff call during UK business hours. Must be flexible with working hours to handle urgent items within the same day when possible.

• Fully remote role for a UK-based client

• Pay ranges from R3500 to R4500 per month

• Includes ongoing training support, growth potential, and the opportunity to expand responsibilities over time

System Requirements:

• Internet speed of at least 20 Mbps.

• Computer with a 2.4 GHz processor or higher.

• 8 GB of RAM or higher.

• Windows 10 or newer, or Mac OS X 10.10 or newer.

• HD 720p webcam.

• Headset with a microphone.

Benefits:

• Competitive pay rates.

• Enjoy the flexibility of working remotely, from home or any location of your choice, eliminating commute time.

• Direct collaboration with a researcher/executive in the AI industry, making a real impact.

• A supportive and inclusive work environment.

• Stable work hours and consistent pay.

If you are a detail-oriented person who thrives on organization and is ready to act as a right-hand partner in a growing AI-focused organization, we encourage you to apply!