Full-Time Executive Travel & Personal Assistant
Remote | Full-Time | $9,600 to $14,400 per year
WeAssist is hiring a Full-Time Executive Travel & Personal Assistant for a well-established corporate law firm with offices across New York, New Jersey, Philadelphia, Kansas City, Washington D.C., and Texas.
This is a high-trust role supporting the firm's Managing Partner with complex executive travel, personal coordination, and overflow executive assistant support. The ideal candidate is highly organized, proactive, detail-obsessed, and confident handling fast-moving logistics with professionalism and discretion.
About the Client
Our client is a respected corporate law firm serving entrepreneurs, business leaders, executives, boards, and board committees. The firm provides legal counsel across a broad range of practice areas, including mergers and acquisitions, securities offerings, litigation, regulatory investigations, real estate, private equity, venture capital, and complex commercial transactions.
This role will directly support the Managing Partner in a fast-paced, high-expectation environment where precision, discretion, and follow-through matter every day.
What You'll Do:
End-to-End Travel Management
You will manage highly detailed and frequently changing travel logistics for the Managing Partner.
Your responsibilities will include:
- Managing domestic travel logistics, often as frequently as five out of every six weeks
- Coordinating travel for family members or firm colleagues attending the same events
- Inheriting and continuously improving an existing travel playbook, including preferences, past itineraries, go-to restaurants, and key instructions
- Planning proactively at least six weeks ahead for conferences, major trips, and recurring travel needs
- Asking the right questions upfront, including arrival and departure timing, point of origin, next destination, and post-trip plans
- Monitoring travel details closely to prevent conflicts, missed details, or last-minute confusion
Itinerary Documentation and Communication
You will create clear, complete, and reliable travel documentation so that any team member can step in during an emergency.
Your responsibilities will include:
- Monitoring preferred airline apps daily
- Conducting a weekly travel coordination call with the Managing Partner's wife to align independently booked travel and avoid scheduling conflicts
- Building highly detailed itineraries in shared documents
- Holding short, dedicated calls to review upcoming trips instead of relying only on text threads
- Documenting every confirmation number, contact, address, instruction, and travel detail
- Ensuring itineraries are clear, accurate, and easy for others to follow
Hotel and Ground Transportation Coordination
You will make thoughtful travel arrangements based on the details of each trip, not just the default option.
Your responsibilities will include:
- Selecting hotels based on proximity to meetings, airports, and event locations
- Verifying that hotel amenities are available when needed
- Arranging the right transportation option, whether rental car, private driver, or rideshare
- Confirming rental car reservations directly with the company shortly before arrival
- Anticipating potential conflicts, such as early flights paired with distant hotels
- Adjusting plans before small issues become larger problems
Dining and Grocery Coordination
You will help ensure meals, groceries, and personal preferences are handled smoothly during travel.
Your responsibilities will include:
- Coordinating restaurant reservations based on dietary preferences, training schedules, and travel plans
- Arranging grocery deliveries when needed
- Confirming delivery logistics in advance, including room delivery, refrigeration, and non-perishable options
- Ensuring food-related arrangements are practical, timely, and aligned with preferences
Adaptive Problem-Solving
You will be trusted to think ahead and act quickly when travel plans shift.
Your responsibilities will include:
- Handling delayed flights, extended stays, changed meetings, and other last-minute adjustments
- Proactively updating hotels, cars, reservations, and related logistics
- Identifying the next logical step without waiting for every instruction
- Making calm, practical decisions in time-sensitive situations
- Escalating when needed while still bringing possible solutions to the table
Personal Assistant and Second Home Support
You will assist with personal and household coordination connected to a frequently visited second home.
Your responsibilities will include:
- Coordinating seasonal transitions, cleaning services, and maintenance
- Keeping the home stocked with groceries and business supplies
- Arranging private chefs for at-home dinners when needed
- Managing household-related details with discretion and reliability
Overflow Executive Assistant Support
During lighter travel periods, you will support the broader executive assistant team with administrative and operational tasks.
Your responsibilities will include:
- Managing calendar conflicts and cross-referencing digital and physical calendars
- Monitoring inboxes and shared email accounts for booking confirmations
- Drafting responses and clearing non-essential items when appropriate
- Saving confirmed bookings and documents to shared storage systems
- Supporting research, data entry, document summarization, and reporting
- Using AI tools to polish and proofread written work while maintaining accuracy and good judgment
What We're Looking For
Must-Have Qualifications:
The ideal candidate is polished, proactive, and comfortable supporting a high-level executive in a fast-paced environment.
You should have:
- Excellent English communication skills, both written and verbal
- Proven experience managing complex end-to-end travel logistics
- Strong executive assistant or personal assistant experience
- Experience supporting a high-level, fast-moving executive
- Exceptional attention to detail
- Strong ability to anticipate needs and prevent problems before they happen
- Confidence handling last-minute changes and urgent requests
- A resourceful, figure-it-out mindset
- Strong organizational skills and follow-through
- Professionalism, discretion, and sound judgment
Nice-to-Have Qualifications
These are not required, but they are strong advantages:
- Experience using Dropbox
- Familiarity with NetDocuments or similar document management systems
- Comfort using AI tools such as Claude or ChatGPT to clean up, summarize, and proofread written work
- Prior experience supporting executives in a law firm, professional services firm, or high-trust business environment
Culture and Core Values
This is a high-performing, fast-paced team built around ownership, professionalism, strong relationships, and results.
The team values:
- High Intentionality - Every action should be thoughtful, purposeful, and aligned with the bigger picture.
- Relationship-Focused Service - Strong relationships are central to how this firm operates, both internally and with clients.
- Results and Follow-Through - Reliability, execution, and accountability are non-negotiable.
- Professionalism - Polish, discretion, and dependability are expected in every interaction.
- Growth and Open-Mindedness - The team values people who are always learning, improving, and open to better ways of working.
What's In It for You
This role offers the opportunity to become a trusted support partner in a high-impact executive environment.
You can expect:
- A long-term opportunity with meaningful responsibility
- A high-trust role supporting a senior Managing Partner
- The chance to shape and improve executive travel systems and processes
- Exposure to complex executive operations
- Collaboration with two experienced executive assistants in a supportive, no-drama team structure
- Remote flexibility
- Constant variety across travel, personal coordination, and executive assistant support
- Growth potential as you prove yourself and take on more responsibility
- A culture that recognizes A-players who deliver excellent work
Perks and Benefits
- 13th month bonus
- Permanent work-from-home setup
- Health insurance
- Dental insurance
- Mental health insurance
- Competitive starting salary
- Growth opportunities
- Performance-based raises
- Prizes and bonuses
- Remote work flexibility
Schedule and Work Setup
Employment Type: Full-time
Schedule: 10:00 AM to 7:00 PM or 11:00 AM to 8:00 PM EDT
Location: Remote
Hours may shift depending on daylight savings and business needs.
Because this is a remote role, you should have a professional work setup, including:
- Strong and reliable internet connection
- Clean and professional background
- Good camera
- Good microphone
- Business casual attire for meetings
Tools and Platforms
You may work with:
- Microsoft Outlook
- Microsoft Teams
- Apple iMessage
- WhatsApp
- Airline apps
- Dropbox
- NetDocuments
- Claude
- ChatGPT
Compensation
Fixed Rate: $9,600 to $14,400 per year
Before Applying
Please review the recruiting process guide before moving forward:
https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edittab=t.0#heading=h.gt6n5ybw2ujb
Ready to Apply
This is an excellent opportunity for an experienced Executive Travel and Personal Assistant who thrives in a fast-paced, high-trust environment.
If you are proactive, detail-driven, resourceful, and confident managing complex travel and executive support needs with professionalism, we would love to hear from you.
