Personal Assistant – Private Client Support

About the Role

We are seeking a resourceful, detail-oriented Personal Assistant to provide reliable day-to-day support to a busy professional who runs a specialist concierge psychology practice.

This position focuses on coordinating personal arrangements, managing appointments and liaising with external vendors and service providers. The successful candidate will help ensure that personal and professional commitments are organised efficiently, allowing the psychologist to focus on delivering care to patients.

The role requires someone who is comfortable working independently, communicating with a range of service providers and handling private information with complete discretion.

Key Responsibilities

• Manage personal and professional calendars, appointments and reminders.
• Arrange medical, wellness and other personal appointments as required.
• Coordinate with external vendors and service providers, including stylists, hair

professionals and other personal service providers.

• Communicate with vendors by email, phone and text to arrange bookings, confirm details and manage follow-ups.
• Research and coordinate services, appointments and other personal arrangements.
• Organise schedules and ensure appointments run smoothly.
• Manage correspondence and keep track of outstanding requests.
• Anticipate the client's needs and proactively resolve scheduling or logistical issues.
• Maintain accurate records of appointments, arrangements and important information.
• Assist with general administrative tasks and other ad hoc requests.
• Identify opportunities to streamline recurring tasks using technology and automation.
• Maintain strict confidentiality when handling personal, professional and patient-related information.

Requirements

• Previous experience as a Personal Assistant, Executive Assistant or in a similar support role.
• Excellent organisational and time-management skills.
• Strong written and verbal English communication skills.
• Confidence communicating with external vendors and service providers by phone, email and text.
• A proactive approach to problem-solving and the ability to anticipate needs.
• Excellent attention to detail and the ability to manage multiple requests simultaneously.
• Strong computer skills and familiarity with Google Workspace and calendar management tools.
• High levels of discretion, professionalism and confidentiality.
• Availability to work full-time during US Eastern Time hours.
• HIPAA certification, or willingness to complete certification before starting, given the

wider healthcare environment in which the client operates.

Desirable Experience

• Experience supporting a busy professional or high-profile individual.
• Experience coordinating personal appointments, wellness arrangements and external services.
• Familiarity with AI tools, productivity software and workflow automation.
• Experience working alongside an Executive Assistant or administrative team, with a

willingness to collaborate and provide cover when needed

The Ideal Candidate

You are dependable, resourceful and naturally organised. You enjoy making life easier for the person you support, taking ownership of tasks and ensuring that every detail is taken care of.

You communicate confidently, adapt quickly when plans change and understand the importance of maintaining professional boundaries and discretion.

The client values someone who can work independently, anticipate what needs to be done and bring a calm, organised approach to a busy schedule.

Confidentiality is essential. The successful candidate must be comfortable handling sensitive personal and professional information and adhering to the client's confidentiality requirements.