Personal Assistant to CEO

Job Description

Personal Assistant to the CEO – World Health Labs

Position Overview

Are you a standout Personal Assistant who thrives in fast-paced, high-performance environments?  World Health Labs is seeking a dedicated, resourceful, and discreet non-smoker to provide full-time, hands-on support to our CEO. This unique role involves extensive international travel (including Italy, the USA, Canada, and other destinations) for up to 11 months per year , ensuring the CEO’s personal and professional life runs seamlessly.

The ideal candidate is proactive, adaptable, highly organized, and thick-skinned , able to anticipate needs and manage multiple priorities with discretion and precision. You must be comfortable being on call 24 / 7 and working onsite six to seven days per week .

The Principal leads an exceptionally dynamic lifestyle focused on business growth, fitness, nutrition, health, and optimal performance .

Key Responsibilities

1. Wellness & Lifestyle Management

Meal Preparation & Nutrition : Prepare and manage all meals in accordance with a strict nutrition plan, including weighing portions, batching meals, and organizing on-bike nutrition for workouts.

Grocery Shopping : Frequent shopping (5+ days per week) to maintain fresh ingredients and accommodate evolving dietary needs.

Supplement Oversight : Organize and manage 70+ daily supplements.

Cycling Support & Equipment Maintenance : Clean, maintain, and coordinate bike repairs or replacements. Prepare cycling gear and on-bike nutrition. Provide in-car support during training sessions when required.

Kitchen Management : Keep the kitchen meticulously clean and organized, ensuring supplies are always stocked.

2. Health & Wellness Administration

Health Record Coordination : Manage health records across multiple international providers, ensuring information is consolidated and easily accessible.

Healthcare Appointments : Source, negotiate, schedule, and manage appointments (physio, massage, chiropractic, etc.), including billing and follow-up.

Errands : Handle all related health and personal errands efficiently.

3. Personal & Transportation Support

Provide personal driving services for appointments, errands, and short trips.

Manage grocery, personal, and household shopping while ensuring purchases align with preferences.

Track, receive, and manage deliveries and online purchases.

Anticipate and handle miscellaneous errands proactively.

4. Guest Relations & Hospitality

Prepare the home for guests, ensuring a warm, organized, and welcoming environment.

Greet visitors, provide refreshments, and ensure guest comfort.

Coordinate accommodations and itineraries for visiting guests.

Handle all hospitality needs with professionalism and discretion.

5. Schedule & Logistics Coordination

Collaborate with logistics and executive teams to maintain an accurate and up-to-date calendar.

Book travel, appointments, and personal engagements as requested.

Proactively manage potential scheduling conflicts and ensure smooth daily operations.

Maintain flexibility for changes or last-minute adjustments.

6. Household & Vendor Management

Oversee daily upkeep and cleanliness of all properties.

Coordinate with landlords, maintenance services, and vendors for repairs and projects.

Manage household inventory and supplies.

Research, scout, and source new accommodations or property rentals as needed.

7. Digital & Administrative Support

Manage digital tasks such as email organization, online research, and document filing.

Track ongoing projects and tasks to ensure timely completion.

Handle travel bookings, reimbursements, and administrative follow-ups.

Ideal Candidate Profile

Non-smoker with a professional, health-conscious lifestyle.

10+ years of experience as a Personal Assistant and / or Executive Assistant, preferably supporting private individuals or families.

Fluent in English ; proficiency in Italian and / or Spanish is an asset.

Highly organized, detail-oriented , and able to operate in fast-paced environments.

Discreet, trustworthy , and skilled in handling sensitive information.

Strong communication, problem-solving, and anticipatory skills.

Well-connected in Miami is preferred.

Holds a valid driver’s license, passport , and has full-time access to a personal vehicle .

Able to travel internationally for extended periods.

Work Schedule

Tuesday – Friday : 8 hours / day (subject to extension as needed)

Saturday & Sunday : 8 hours / day (for weekly preparation)

Monday : Approximately 3+ hours (potential day off periodically)

Must be available beyond scheduled hours as required by travel and business demands.

Requirements

Personal Assistant