Personal Assistant

Beyond handling individual requests, you will anticipate organizational needs, suggest practical solutions, and keep day-to-day matters running smoothly. The role involves supporting two executives and coordinating their requests and priorities.

We are looking for a responsible, independent, and tactful professional who combines strong organizational skills with empathy and consideration for others.

Key Responsibilities

Planning and Coordination

• Manage personal and business calendars, including meetings, appointments, and reminders.
• Coordinate requests from both executives, clarify priorities, and follow through on commitments.
• Take ownership of recurring tasks and prepare for upcoming events.
• Research information, compare options, and provide practical recommendations.
• Maintain an organized, up-to-date database of contacts, documents, and bookings.
• Provide timely updates on progress, changes, and matters requiring approval.

Personal and Family Support

• Coordinate family schedules, children’s activities, appointments, and related arrangements.
• Arrange medical appointments and communicate with clinics and insurance providers.
• Organize purchases, deliveries, exchanges, and returns.
• Research and order gifts, book restaurants, and arrange services.
• Organize private and family events.
• Coordinate pet-related services and purchases.
• Handle personal errands across Prague.

Household Staff and Property Coordination

• Coordinate household staff, including nannies and housekeepers.
• Assist with sourcing and selecting household staff and service providers.
• Arrange home repairs and maintenance, communicate with contractors, and follow up on agreed work.
• Coordinate vehicle servicing, insurance, and related documentation.
• Organize household matters in Czechia and Ukraine, including utility payments and communication with local service providers.

Documents and Expenses

• Assist with preparing and organizing documents and communicating with government authorities.
• Arrange and make approved payments within agreed authorization limits.
• Track payment deadlines, maintain expense records, and retain supporting documentation.

Travel

• Organize personal and business travel, including itineraries, tickets, accommodation, transfers, and other bookings.
• Coordinate travel for household staff, including ticket bookings in Ukraine.
• Manage changes and resolve logistical issues during trips.
• Accompany the executives or family on trips when required.

Requirements

• At least two years of relevant experience in personal or executive assistance, relocation coordination, concierge services, hospitality, or another role involving personalized client support.
• Ukrainian proficiency at C1 level or higher is required.
• Czech and English proficiency at B2 level or higher, with the ability to communicate independently, both verbally and in writing.
• Practical experience managing schedules, organizing travel, and coordinating multiple tasks.
• Familiarity with everyday administrative and household processes in Czechia and Ukraine, including local transport, payment, and service platforms.
• Proficiency in Google Calendar, Google Workspace, Slack, Excel, or Google Sheets.
• Ability to prioritize, check details, and see tasks through to completion.
• Ability to learn new processes quickly and adapt to changing plans.
• Sound judgment and the ability to work independently within agreed boundaries, recognizing when clarification or approval is needed.
• A reliable approach to commitments, including timely communication about difficulties, delays, or additional approvals.
• Kind, tactful communication, empathy, and respect for personal boundaries.
• Willingness to focus primarily on personal and family matters and handle urgent requests outside standard working hours under agreed arrangements.

Confidentiality and Professional Ethics

This role requires a high level of trust and involves access to sensitive personal, family, financial, and business information. Maintaining confidentiality is an essential condition of the role.

We expect responsible handling of documents, correspondence, contact details, and account access. Information must be shared only as necessary to perform assigned tasks and within agreed authorization limits.

Private conversations, photographs, locations, travel itineraries, and details of family life must not be published or discussed with others. This applies to social media and personal blogs, as well as conversations with friends, acquaintances, or colleagues who are not involved in the relevant tasks.

The ability to recognize sensitive information and seek clarification when its use or disclosure is unclear is essential.

Nice to Have

• Experience supporting a private individual or family.
• Experience coordinating household staff and contractors.
• Knowledge of local services and practical experience dealing with institutions in Prague.
• Experience tracking expenses and managing payment documentation.

What We Offer

• 24 working days of paid annual leave.
• 7 additional paid days off.
• Access to psychotherapy consultations.
• Czech and English language courses.
• A handover process and HR support during onboarding.

Working Arrangements

• Office-based work in Prague, with errands and tasks at various locations across the city.
• Travel and accompanying the executives or family on trips may be required.
• Availability for urgent tasks in the evenings or on weekends when necessary. Work during these hours is compensated with time off during the working week.
• Flexibility to organize your working time around agreed tasks, deadlines, and required attendance.
• The detailed schedule, time-off arrangements, compensation, and contract type will be discussed during the introductory conversation.

Recruitment Process

• Interview with the Recruiter.
• A test assignment, if required.
• Interview with the hiring team.
• Final meeting, if required.
• Reference checks with the candidate’s prior consent.