What are the responsibilities and job description for the Executive Personal Assistant position at The Rabbit Hole VR?
Job Title: Executive Personal Assistant
Location: Nashville, TN (hybrid: local errands remote work)
Type: Part-time (Retainer-Based)
Overview
We are seeking a highly reliable, detail-oriented Executive Personal Assistant to support a small but fast-moving business owner. This role blends personal assistance, administrative coordination, and light business operations support. The ideal candidate is proactive, organized, and capable of handling a wide range of tasks with minimal oversight.
This is a retainer-based role, designed for someone who can provide consistent, flexible support week-to-week rather than working a fixed hourly schedule.
Key Responsibilities
Personal & Errand Support
- Run local errands (post office, package drop-offs, returns, supply pickups)
- Coordinate personal appointments, reservations, and events
- Assist with household logistics, deliveries, and organization
Administrative & Operational Support
- Manage travel logistics (booking flights, handling changes, coordinating itineraries)
- Monitor and manage inbox communications; draft and send emails on behalf of the owner
- Return basic phone calls and handle routine inquiries
- Assist with scheduling and calendar coordination
Business Support
- Respond to inbound client inquiries with guidance/templates
- Send follow-up emails after events, sales conversations, or outreach
- Coordinate simple client logistics (e.g., product details, scheduling calls)
- Proactively contact kit clients to collect photos/videos of their space prior to installs (confirming power, Ethernet, and readiness)
- Schedule and send lifecycle emails (e.g., notifying clients when free tech support periods are ending and offering renewal options)
- Assist with light project coordination and task tracking
Creative & Miscellaneous Tasks
- Create simple graphics or documents (e.g., invitations, Canva designs)
- Handle ad hoc requests quickly and accurately
Tools & Systems
- Google Workspace (Google Calendar, Docs, Sheets) used daily
- Discord is the primary team communication platform (desktop mobile required)
- Must be comfortable learning and consistently using new tools
- Able to leverage AI tools to improve efficiency, while maintaining independent judgment and attention to detail
Qualifications
- Strong organizational skills with high attention to detail
- Excellent written and verbal communication
- High level of discretion and trustworthiness
- Ability to operate independently and anticipate needs
- Comfortable handling both personal and business-related tasks
- Tech-comfortable; able to quickly learn tools (Google Workspace, Discord, etc.)
- Demonstrates good judgment when using AI — uses it as a tool, not a crutch
- Must have reliable transportation and be able to travel locally as needed
Location Preference
- Ideal candidate lives in or near Nolensville, Brentwood or Franklin TN
- Must be able to travel easily between residential locations and downtown Nashville (including our business venue location)
Compensation & Structure
- $1,800/month retainer (initial trial period)
- Designed to cover approximately 10–15 hours per week of support (flexible, not strictly tracked)
- Workload will vary week-to-week; consistency, responsiveness, and reliability are key
- Opportunity for increased compensation and hours over time based on performance and business needs
Key Traits
- Proactive: identifies needs before being asked
- Resourceful: solves problems independently
- Detail-oriented: executes tasks accurately and thoroughly
- Communicative: clear, concise, and responsive
- Adaptable: comfortable with a wide variety of tasks
Notes on Fit
This is a Personal Assistant role with operational and client coordination exposure. The emphasis is on reliability, attention to detail, and execution — not strategic leadership. This role is ideal for someone looking for a long-term position with increasing responsibility and hours over time.
Pay: $22.00 - $24.00 per hour
Benefits:
- Flexible schedule
Work Location: Hybrid remote in Nolensville, TN 37135
Salary : $22 - $24