Personal & Executive Assistant – High-Profile Founders

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billups

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Media • Advertising • SaaS

Billups is a global managed services specialist in Out-of-Home (OOH) advertising, helping advertisers and agencies enhance media performance through innovative analytics and measurement platforms. With a vast inventory of OOH units worldwide, Billups provides solutions for planning, buying, and measuring advertising campaigns, ensuring accountability and effectiveness at every stage. Their proprietary technology and creative solutions aim to deliver results and foster impactful connections in the advertising space.

201 - 500 employees

Founded 2003

📱 Media

☁️ SaaS

📋 Description

• Provide direct support to the Cofounders of a fast-paced global, high-growth organization. • Ensure the private lives of busy executives operate smoothly. • Earn trust across diverse teams, households, partners, and external stakeholders. • Manage correspondence, calendars, inboxes, logistics, technology troubleshooting, repairs, and expense tracking. • Protect executive time, eliminate friction, and enable the Co-Founders to operate at their highest level. • Strong command of Google Suite, Excel, technology tools, business, technology and lifestyle apps, and data management practices.

🎯 Requirements

• Manage complex, dynamic calendars across multiple time zones; prioritize meetings, resolve conflicts, and ensure founders are fully briefed and prepared. • Oversee inbox and communication flow; draft, edit, and filter correspondence while maintaining tone, accuracy, and discretion. • Coordinate daily workflows, meeting agendas, preparation materials, follow-ups, and task tracking. • Conduct research, prepare summaries, and synthesize information for decision-making. • Partner closely with the Senior Executive Assistant to ensure seamless division of responsibilities, unified communication, and aligned priorities. • Serve as a trusted point of contact for internal and external stakeholders, including investors, executives, board members, bankers, and partners. • Maintain confidentiality at all times, handling sensitive information with the highest degree of discretion. • Plan, book, and manage complex global travel itineraries, including flights, accommodations, visas, drivers, ground transport, dining, and personal requests. • Anticipate and proactively solve travel challenges or last-minute changes. • Prepare detailed travel briefs, agendas, and contingency plans. • Coordinate with household staff and global residences on arrival preparations, logistics, and special needs. • Manage personal calendars, including family schedules, children’s school commitments, appointments, and travel. • Coordinate household operations across multiple residences, ensuring organization, readiness, and maintenance. • Oversee house staff scheduling and communications (drivers, chefs, contractors, etc.). • Arrange home repairs, maintenance, vendor management, and basic home technology troubleshooting. • Track and manage household expenses, bills, and reimbursements with accuracy and timeliness. • Support personal projects, large-scale home initiatives, and ad hoc needs as they arise. • Plan and coordinate personal and professional events, dinners, celebrations, and social engagements. • Manage gift sourcing, holiday planning, reservations, and personal shopping, if requested. • Maintain preference lists, profiles, and key personal details to elevate personal service and anticipate needs. • Build relationships with service providers, restaurants, hotels, and luxury vendors to facilitate VIP-level experiences. • Maintain systems for file organization, document management, and retrieval. • Process expenses, credit card reconciliations, vendor invoices, and budget tracking. • Support light financial coordination such as account updates, scheduling with bankers, and document preparation. • Manage sensitive data with care, ensuring digital security, privacy settings, and proper access controls. • Identify and implement process improvements to increase efficiency and reduce friction for the Co-Founders. • Anticipate needs and proactively remove obstacles before they surface. • Remain available during critical moments, adjusting schedule to support time-sensitive activities or emergencies. • Demonstrate impeccable judgment, knowing when to escalate, when to decide, and when to shield. • Bring a calm, solutions-first mindset to high-pressure, fast-changing situations. • Uphold the highest levels of professionalism, integrity, and discretion at all times.

🏖️ Benefits

• Competitive salary • Flexible working hours • Professional development budget • Home office setup allowance • Global team events