Personal Executive Assistant & Project Coordinator

Personal Executive Assistant & Project Coordinator — Part-Time

Location: Primarily remote-Hybrid| Chicago-area
Starting Hours: Approximately 5 hours/week
Pay: $25–$30/hour, based on experience
Schedule: Flexible part-time
Start: Paid assessment → paid 30-day introductory period → potential ongoing/increased hours

ABOUT THE ROLE

I am looking for a highly resourceful, proactive, organized Personal Executive Assistant & Project Coordinator to help manage and move forward multiple personal, creative, business, family, and lifestyle projects.

This is not a traditional assistant role where you simply wait for step-by-step instructions. The ideal candidate must figure out the given objective and what would need to happen to resolve, research and verify information, identify strong options, coordinate next steps, follow up without reminders, solve problems, and bring me concise recommendations when my input is needed.

This role is best suited for someone who genuinely enjoys variety. Projects may change week to week, and you must be comfortable moving between very different categories without requiring extensive direction.

RESPONSIBILITIES

• Maintain my master project/task system and weekly priorities
• Track deadlines, next steps, follow-ups and outstanding items
• Research, compare and vet professionals, services and opportunities
• Make calls, send emails, schedule appointments/consultations and follow up
• Coordinate music professionals, lessons, consultations and opportunities
• Conduct business research involving competitors, suppliers, manufacturers, vendors and markets
• Coordinate beauty, wellness, fitness and lifestyle projects
• Research events, networking opportunities, travel and experiences
• Support health-related administration such as provider research, scheduling and follow-ups — not medical decision-making
• Support family logistics and appointment coordination
• Present the best 2–3 verified options rather than large unfiltered lists
• Keep projects moving without repeated reminders

IDEAL CANDIDATE

Preferably 3+ years of relevant experience in executive assistance, personal assistance, project coordination, operations, founder/entrepreneur support or a similar role.

You should be:

• Extremely resourceful and proactive
• Excellent at research and verifying information
• Highly organized with strong follow-through
• Comfortable making calls and contacting unfamiliar people/organizations
• Able to manage multiple unrelated projects
• Strong at prioritization
• Able to distinguish between decisions you can make and those requiring my approval
• A concise, reliable communicator
• Comfortable respectfully pushing back when something is unrealistic
• Able to anticipate logical next steps
• Comfortable admitting when you don’t know something and figuring it out
• Professional with confidential/personal information
• Someone who brings solutions, not simply problems

Experience supporting an entrepreneur, founder, executive or creative professional with multiple simultaneous projects is strongly preferred.

Bonus — Not Required

• Chicago-area knowledge
• Persian/Farsi or Arabic language/community knowledge
• Music, entertainment, fashion or creative-industry experience
• Experience coordinating complex personal/family projects
• Experience with project-management systems

You do NOT need to be an expert in every industry listed above. Your core skill should be figuring things out, finding the right people/information, staying organized and getting things done.

WHAT SUCCESS LOOKS LIKE

• Projects actually move forward
• Follow-ups happen without reminders
• Deadlines don’t disappear
• Research is verified and useful
• I receive concise recommendations instead of information overload
• My administrative and mental workload decreases
• I spend more time on the creative, personal and business work only I can do
• I trust that assigned work will be tracked through completion

HIRING PROCESS

1. Interview
2. Paid practical assessment
3. Professional reference check for finalist(s)
4. Paid 30-day introductory period at approximately 5 hours/week

Hours may gradually increase based on workload, performance, demonstrated value and mutual fit. Increased hours are not guaranteed.

TO APPLY

Please submit:

• Résumé
• Location/time zone
• Hourly rate
• Weekly availability
• Years/type of relevant experience
• Project-management/organ…