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Executive / Personal Assistant
San Francisco, California  |  Remote
Contract Position
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Applied on July 25, 2021
Job Id #47941 Posted June 22, 2021

Remote in the US

Job Description
Objective: To maximize my effectiveness (at everything I do) by taking tasks off my plate, while
also helping find ways to save me time and energy and anticipating and addressing my needs.
Structure of Role: Begin by working together part-time, progressively deepening the work to
build trust, and ultimately becoming my "right-hand" person. It doesn't have to be a permanent
position but intended to become long term (i.e. at least a few years and hopefully for many
more) where if either of us decides to wind down working together, we give each other a
sufficient "sunset" time window to ensure a smooth transition.
Availability: Available a minimum of 10hrs/week dedicated to this role with (to start). With 1
hr/weekday available to me for unexpected critical tasks as necessary. **See Eisenhower Matrix
for prioritization context. Additionally, willing+able to respond to all communications within a 12
hour window. **Ideally looking for someone who is willing to scale up to 20-40 hr/wk (within 1
Responsibilities: This person is responsible for simultaneously managing a very wide range of
items within my life. As such, I am looking for someone who is especially able to handle a large
plate of simultaneous items of various types without dropping any of them. Additionally, the job
involves needing to process and compartmentalize a large amount of information, and build
systems/solutions based on that information. Some examples of these responsibilities include:
Admin: All things related to general administration/systems
 Manage multiple email accounts
 Manage incoming physical mail
 Organize, structure, and maintain resources for communication and organization (such
as Asana and Google Drive)
Schedule appointments, meetings, trips, etc. based on calendar structure and availability
 Monitor calendar and make edits to any scheduling conflicts
 Run “ongoing checks” on outstanding questions/research, and report back
 Create and manage highly effective Digital Information Systems to capture, organize and
research things I would like to invest time/money in (such as books, tools, places to
travel, etc).? Independently outsource and manage help as-needed to assist with returns, cleaning,
errands, projects, etc.
Employ: Anything involving formal employment agreements and relationships for which I am
 Assist with specific “Employment” projects as-needed
 Manage invoicing and payment for some business projects
Finance: General financials, including managing bills, invoices, payments, etc.
 Confirm any expenses/reimbursements flagged
 Pay outstanding invoices/bills, and track proof of payments
Monitor subscriptions and cancel any which become irrelevant
 Selling items (via craigslist or other source)
 Handle purchasing and process returns of items (including technology, clothing, etc)
 Run budgeting process, which includes: tagging all expenses, creating expense reports,
and monitoring spending habits/patterns to alert me to any discrepancies in my budget
Health: Anything health related, including insurance, bills, and medical history
 Mange Health Insurance options; create financials projections based off of forecasted
health plans, needs, and requirements
 Research and report on health tools/technologies as needed
Home: Helping to manage all current or previous homes/properties
 Manage multiple rental spaces (and assist in finding suitable sublets)
 Assist in sourcing food/groceries both at home and while traveling
 Arrange house cleaning and repairs as necessary
 Coordinate living arrangements while traveling
Learn: Classes, courses, and other continuing education/growth opportunities
 Research special topics/projects of interest
 Organize a system to track and manage a variety of news sources and learning
opportunities which I follow. This includes finding an effective way to summarize large
amounts of information for my daily consumption
Legal: Assist with identifying problems and solving legal matters, including outsourcing help
 Keeping on top of any government related forms and processes
 Identifying the appropriate legal documents to use in specific situations
 Basic research of legal questions I might have
Orgs: Anything related to organizations to which I interface (minus those under “Employ”)
 Help book/manage events and meetings related to organizations with which I am
 Assist with projects related to pro-bono advising/consulting
 Monitor and research various Organizations which I potentially want to support
People: Work with me to manage and stay accountable to any commitments I have made to
people in my life.
 Assist in purchasing and organizing gifts
 Help plan and execute special events (such as birthday parties)
Keep track of tasks/data/docs related to people
Tools: Any resource used to help solve problems, whether digital or physical tools (anything
from apps to vehicles would be considered a tool I can use!)
 Help me identify and research new and awesome tools to consider/try/incorporate into
my workflow and life
 Update and manage my current tools (especially digital tools) to make as efficient as
Travel: All travel documentation, and any research/planning of future travel
 Schedule and manage trip details
 Research and schedule excursions and activities
 Using many standard digital tools
 Quickly discovering+learning new best tools
 Articulately and convincingly suggest better workflows/tools/etc
 Delegation to other assistants/contractors + managing them efficiently
 Continually capturing and updating my preferences+info
 Ultimately be capable of operating “behind the scenes” (ex: email “as me” rather than
“for me”)
The ideal person will:
Not hesitate to ask me clarifying questions
 Always be insanely reliable + punctual
 Never drop a single ball
 Always double-check work; avoid creating this concern in me
 Take strong precautions to avoid “getting hacked”, leaking private info
 Easily give+receive input/feedback
 Quickly get into “autopilot” with me
 Require minimal direction (after onboarding)
Seamless Transition: Must be willing and able to commit to hiring and training up their
replacement (of at least their caliber) if/when either of us may decide to stop working together
for any reason. This is likely to mean at least a 30-60 day transition period plus some minimal
ongoing (paid) availability to answer questions for some months thereafter. I’m willing and able
to commit to doing the same for them in return -- to give them both (a) the same time period if I
want to stop working together but also (b) to fully support them in finding their next thing
however I can (ex: intros and recommendations).
Conflict Resolution: Agree upfront on the process by which we resolve any disputes or
conflicts, if/when they arise. Equally, if not more importantly, we both must agree to always treat
each other with the utmost respect, compassion, and integrity — which if always followed in
good faith should prevent any conflicts needing any extra particular attention to resolve

Horizontal is proud to be an Equal Opportunity and Affirmative Action Employer. We seek to provide employment opportunities to talented, qualified candidates regardless of race, color, sex/gender including gender identity and/or expression, national origin, religion, sexual orientation, disability, marital status, citizen status, veteran status, or any other protected classification under federal, state or local law.

In addition, Horizontal will provide reasonable accommodations for qualified individuals with disabilities. If you need to request a reasonable accommodation in order to complete the application or interview process, please contact

All applicants applying must be legally authorized to work in the country of employment.

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