FULL-TIME | REMOTE in Birmingham, AL
Boulo Solutions is sourcing candidates for an Executive who lives in Birmingham, AL who is looking to hire a top notch Executive Assistant.
We are looking for a high-energy, resourceful, personable and adaptable Executive Personal Assistant to support a highly independent executive who juggles multiple areas of focus. This executive moves between multiple projects in investing, company-building, and philanthropy, requiring you to track priorities across all these domains. He also has a busy personal life with frequent international and domestic travel, requiring a flexible approach to scheduling and support. Some weeks will be intense, fast-moving, and high-pressure, while others will be quieter and more open-ended. You will need to be comfortable with a fluid, ever-changing work schedule.
This role is ideal for someone who can thrive in a variety of work environments, can manage up and keep things moving, and has an easygoing yet highly professional personality. One week could be packed with high-stakes meetings, global travel, and complex projects—while another could be much quieter. You’ll need to anticipate needs, stay on top of priorities, and ensure everything runs smoothly.
You will be the right-hand person helping the executive stay organized, on track, and focused on high-impact work. You’ll coordinate business and personal schedules, travel, meetings, special projects, and logistics while liaising with a range of individuals—from business executives to household staff to personal friends. If you have a “get sh*t done” attitude, love making things happen, and are unflappable in the face of change, this role is for you.
The role is unique in that you have significant flexibility throughout the day. Specifically, the role is “full time” (in that it’s important for you to be available when needed) but likely may only take 20-30 hours many weeks – thus providing you flexibility in your own schedule. In return for that flexibility, the executive does often text/message after hours/weekend and while he doesn’t expect you to drop your plans at the moment, he does expect communication (and potential tasks (e.g. rebooking a flight if last minute is needed) during those times.
Key Responsibilities
Daily Support & Organization
- Calendar & Scheduling Management – Coordinate video conferences, conference calls, in-person meetings, and social events across different time zones. Ensure meetings are scheduled effectively and don’t overlap. Ensure all calendar information is updated/correct for the executive and any attendees.
- Task & Project Management – Track priorities across the executive’s various projects, making sure key deadlines aren’t missed.
- Inbox & Communication Support – Help manage email flow, prioritize messages, and ensure follow-ups happen. Draft and edit correspondence when needed.
- Expense Reporting & Admin Tasks – Track and submit business and personal expenses in an organized manner.
Business & Travel Coordination
- Book and manage travel – Flights, hotels, ground transportation, restaurant reservations, meeting venues, and any on-the-ground logistics.
- Prepare itineraries – Provide detailed travel agendas that keep everything organized.
- Ensure seamless transitions between locations – Proactively adjust schedules to account for jet lag, time zones, and last-minute changes.
- Coordinate business meetings – Prepare materials, book venues, ensure smooth execution.
Personal & Lifestyle Management
- Gift & Event Coordination – Organize and send personal gifts on behalf of the executive (birthdays, holidays, thank-you gestures).
- Liaise with household staff & vendors – Ensure home operations run smoothly by coordinating with house managers, cleaners, or repair vendors.
- Organize social events – Handle invites, guest lists, venue bookings, and logistics for dinners, gatherings, and special occasions.
- Personal Administrative Tasks – Assist with paperwork, appointments, reservations, and any assorted ad hoc projects that arise.
Special Projects & Execution
- Research & Briefing Preparation – Provide quick, clear summaries on companies, investments, nonprofits, or individuals ahead of meetings.
- Execute Strategic & Personal Projects – Manage or assist with special initiatives in the business, investment, or philanthropic spaces.
- Problem-Solving & Resourcefulness – When unexpected situations arise, figure it out, make it happen, and keep things moving.
What You Bring
Mindset & Personality
- “Get Sh*t Done” Mentality – You don’t wait for instructions; you use information you’ve been provided and good judgment to take action.
- Fun, Light, & Easy to Work With – You bring a positive, can-do attitude and don’t take yourself too seriously.
- High empathy, kind, patient – the executive expects kind and thoughtful communication with his network when your in touch with them. .
- Highly Professional & Discreet – You handle high-profile relationships, personal matters, and business information with utmost confidentiality.
- Excellent at Managing Up – You know how to keep an independent, busy executive on track without being overbearing.
- Great with People & Situational Awareness – You can navigate different environments (boardrooms, VIP events, casual meetups, or home settings) and interact with a wide range of personalities.
- Unflappable in Chaos – If plans change last minute, you roll with it, solve problems, and keep everything under control.
- Act Like Owner – While the details are very important, taking a strategic “owner” mindset to your assigned projects will ensure most successful execution.
Skills & Qualifications
- Superb Organization & Attention to Detail – You catch what others miss and keep things structured.
- Top-Tier Time Management – You balance shifting priorities, multiple deadlines, and unpredictable schedules.
- High Emotional Intelligence & Communication Skills – You read situations well and adapt your approach.
- Ability to Handle Ambiguity – If something isn’t clear, you figure it out and make it work.
- Tech-Savvy & Resourceful – Comfortable with Google Suite, Notion, Slack, Zoom, scheduling tools, and task management apps.
- Previous Experience in High-Performance Environments – Preferred backgrounds: executive support, chief of staff, operations management, project coordination, luxury concierge, or hospitality leadership.
Perks & Benefits
- Competitive Salary (based on experience).
- Work Flexibility – Hybrid remote/in-person setup as needed.
- High-Level Exposure – Be involved in strategic decision-making, major business projects, and philanthropic initiatives.
- Varied & Exciting Work – No two weeks are the same; you’ll be involved in a wide range of projects, from business to personal to philanthropy.
- Career Growth Potential – Exposure to high-level business, investing, and executive decision-making could open doors for future opportunities.