Personal Assistant to the Managing Director at Ziba Beach Resort

The Personal Assistant & Project Manager to the Founder & CEO is a strategic execution partner responsible for managing the Founder’s time, priorities, and projects across multiple businesses and initiatives.

This role combines high-level executive support with hands-on project management, ensuring that ideas move from concept to completion, deadlines are met, and teams are held accountable.

The ideal candidate is highly organized, proactive, execution-driven, and able to manage multiple projects simultaneously while maintaining absolute discretion.

Key Responsibilities

Executive & Administrative Support

• Manage the Founder’s calendar, meetings, travel, and speaking engagements
• Act as gatekeeper to the Founder’s time, prioritizing high-impact activities
• Prepare briefs, presentations, reports, and meeting summaries
• Manage emails, communications, and follow-ups on behalf of the Founder
• Track commitments, deadlines, and deliverables

Project Management & Execution

• Own and manage projects assigned by the Founder from start to finish
• Break down ideas into clear action plans, timelines, and deliverables
• Coordinate cross-functional teams (marketing, operations, finance, vendors)
• Track progress, risks, and dependencies; escalate issues early
• Ensure deadlines are met and standards are upheld
• Run project check-ins, follow-ups, and status updates
• Maintain project trackers, dashboards, and documentation

Operational & Business Coordination

• Translate the Founder’s instructions into actionable tasks for teams
• Follow up with internal teams and external partners to ensure execution
• Support launches, events, campaigns, and business initiatives
• Assist with proposals, contracts, SOPs, and process documentation

Personal & Lifestyle Support

• Support personal scheduling, travel, and key life commitments
• Coordinate logistics for events, retreats, and high-level engagements
• Handle select personal tasks with professionalism and confidentiality

Confidentiality & Representation

• Handle sensitive and confidential information with discretion
• Represent the Founder professionally with internal and external stakeholders
• Uphold brand, tone, and standards across all interactions

Key Skills & Competencies

• Strong project management skills (planning, tracking, execution)
• Ability to manage multiple workstreams simultaneously
• Excellent organization, prioritization, and follow-through
• Clear written and verbal communication
• Strong stakeholder management and accountability skills
• High emotional intelligence and sound judgment
• Tech-savvy: Google Workspace, Microsoft Office, Notion/Asana/Trello/ClickUp (any PM tool)

Required Experience & Qualifications

• 3–5 years experience as a PA, Executive Assistant, Project Manager, or hybrid role
• Proven experience managing projects end-to-end
• Experience working with a Founder, CEO, or senior leader preferred
• Experience in fast-paced, entrepreneurial, or multi-business environments
• Bachelor’s degree preferred but not mandatory

What Success Looks Like in This Role

• Projects move from idea to execution without bottlenecks
• Teams are clear on deliverables and deadlines
• The Founder spends less time chasing people and more time on strategy
• Launches, initiatives, and commitments are delivered on time and to standard

Who This Role Is NOT For

• Someone who needs constant direction
• Someone who avoids accountability or conflict
• Someone who is purely administrative and not execution-driven