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Open nowPosted 18 hours ago

CPT-11484 Personal & Family Administrative Virtual Assistant

20four7VA115 open roles

Where
Worldwide, Remote
Work mode
Remote
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Your applicationOpen nowCPT-11484 Personal & Family Administrative Virtual Assistant20four7VA · Worldwide, Remote

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This job: posted 18 hours ago

The posting

APPLICATION INSTRUCTIONS: If you’ve already completed the 20four7VA Recruiting Process—including the Final Interview—or have previously been contracted by a 20four7VA Client, please make sure to apply via the 20four7VA Team Portal for faster processing.

Log in using your 20four7VA-issued email address to access the portal.

If you’ve just logged in to the Team Portal, please proceed to review the Independent Contractor Opportunity outlined below.

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If you're interested in this opportunity, click APPLY TO POSITION to proceed.

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Title: CPT-11484 Personal & Family Administrative Virtual Assistant

Independent Contractor – CPT-11484 Personal & Family Administrative Virtual Assistant/Business Support VA/Junior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A busy Dubai-based executive is seeking a part-time Personal Assistant Virtual Assistant to help manage family schedules, appointments, household coordination, and recurring personal follow-up.

The client travels frequently and has three children with active schedules, including homeschooling, extracurricular activities, language lessons, and appointments. The VA will help keep everything organized, anticipate scheduling conflicts, coordinate with nannies and household contacts, and make sure important items are followed through without requiring constant direction.

The VA will also provide light support related to the client's Pilates studio by following up with the Studio Manager for reports and status updates when needed.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Calendar & Family Coordination

  • Manage and update personal and family calendars
  • Track children's activities, appointments, lessons, and schedule changes
  • Identify and flag scheduling conflicts in advance
  • Coordinate with nannies, drivers, household staff, and other relevant contacts
  • Confirm that necessary arrangements are in place before appointments or activities
  • Update schedules when plans change
  • Help ensure everyone involved has the correct information
  • Account for travel time and transportation requirements when coordinating children's activities and appointments
  • Provide drivers and household contacts with necessary location details and updated instructions when schedules or arrangements change
  • Monitor shared communication channels for last-minute changes and promptly communicate updates to all affected parties

Follow-Up & Personal Support

  • Proactively follow up on outstanding personal items
  • Track appointments, action items, and schedule-related needs
  • Provide concise updates on completed and outstanding items
  • Flag issues or decisions that require direct client involvement
  • Help prepare for upcoming travel or schedule changes as needed
  • Maintain strong confidentiality and discretion with personal and family information
  • Conduct end-of-day and start-of-day checks to identify pending items, upcoming schedule changes, and urgent matters requiring follow-up
  • Monitor ongoing communications and proactively notify the appropriate household contacts when appointments or activities are changed, delayed, or rescheduled

Light Studio Coordination

  • Follow up with the Pilates Studio Manager for requested reports or updates
  • Track basic reporting deadlines
  • Organize studio-related information requiring the client's attention
  • Include key studio items in recurring status summaries
  • Escalate operational issues to the client rather than independently managing the business

Weekly Organization

  • Provide a concise weekly summary of personal and studio items requiring attention
  • Highlight upcoming appointments, unresolved items, schedule conflicts, and pending decisions
  • Maintain an organized list of open follow-ups and next steps
  • Track and follow up on the status of ongoing household projects involving outside contractors or vendors
  • Contact contractors/vendors for progress updates, identify delays or outstanding items, and communicate status back to the client
  • Maintain organized follow-up on project-related action items when the client is traveling or unavailable to manage the project directly

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

  • Previous Personal Assistant, Executive Assistant, or similar administrative experience strongly preferred
  • Strong calendar and scheduling experience required
  • Experience supporting executives or busy professionals strongly preferred
  • Strong organizational and follow-up skills required
  • Excellent written and verbal English communication
  • Comfortable coordinating with household staff, service providers, and other contacts
  • Experience managing travel or family logistics is a plus
  • Experience with light business or owner support is a plus

IDEAL CANDIDATE PROFILE

  • Highly organized and proactive
  • Excellent calendar-management skills
  • Able to anticipate scheduling conflicts before they become problems
  • Comfortable independently following up with multiple people
  • Professional and discreet
  • Strong communicator with excellent follow-through
  • Able to work with minimal supervision once routines are established
  • Comfortable supporting a busy executive and family
  • Trustworthy with sensitive personal information

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

  • Family Calendar / Scheduling Platforms
  • Google Workspace or Similar Productivity Tools
  • Email & Messaging Platforms
  • Starlight Family Calendar – Client Training Provided
  • WhatsApp – Preferred / Required for household and vendor communication

Work Schedule

  • Contracted Hours per Week: 20 Hours
  • Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
  • Daily Working Time: 10:00 AM–2:00 PM Dubai Time

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

  • Contractors will operate under a Master Services Agreement and a Statement of Work
  • This is not an offer of employment; contractors are not employees of 20four7VA or any client
  • All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

  • REQUIRED SERVICE: Business Support
  • REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior, and Advanced Level
  • Contracted Hours per Week: 20 hours/week
  • Daily Working Time: 10:00 AM–2:00 PM Dubai Time
  • Scheduled Working Days: Monday-Friday
  • REPORTING TO/POC: To Be Determined
  • Number of VAs: 1
  • GENDER PREFERENCE: Female
  • LANGUAGES SPOKEN/PREFERENCE: English
  • ACCENT PREFERENCE: Level A-B (Native or near native English accent required)
  • REGION PREFERENCES: Philippines / Time-Zone Compatible Regions Preferred

What we offer

  • Competitive rates
  • Weekly payments
  • Various open roles are available
  • Free training and upskilling
  • Constant support and guidance
  • A vibrant community always ready to support you
  • And more!
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