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Role: Executive Assistant

Priority Location: Philippines or South Africa

Working Hours: Full-time, aligned to Malaysian business hours

Salary Range: $2,000 – $2,500 USD / month

Type of contract: Full-Time

Type of job: Remote

About the Company:

Our client is an entrepreneurial founder building a venture-house-style organization spanning multiple operating companies and offshore investments. The founder operates across several concurrent business lines, investments, and strategic initiatives, requiring a high-trust Executive Assistant who can bring structure, speed, and clarity to an otherwise fast-moving and complex environment.

This is a lean, high-performance setup where execution matters more than process. The EA will play a critical role in enabling the founder to stay focused on high-value decision-making by removing operational friction and managing day-to-day execution across both business and personal domains.

This role is not administrative in the traditional sense—it is a high-ownership execution role designed to protect the founder’s time, attention, and decision quality.

About the Role:

We are seeking a highly capable Executive Assistant to act as a trusted right-hand operator to the founder.

The EA will be responsible for ensuring that tasks are executed quickly, correctly, and independently—often with incomplete information and shifting priorities. The role requires strong judgment, initiative, and the ability to operate without hand-holding.

This is a high-trust, high-autonomy role where success is defined by outcomes, not activity. The EA will be expected to anticipate needs, remove bottlenecks, and ensure nothing falls through the cracks.

The founder operates at a fast pace, communicates directly, and expects strong execution standards. The ideal candidate is calm under pressure, resilient to direct feedback, and focused on solving problems rather than escalating them.

Core Responsibilities

1. Executive Protection & Gatekeeping

Triage and manage inbound communication (email, messaging, calendar requests)
Filter noise and prevent non-essential items from reaching the founder
Maintain clear escalation rules for what requires founder input vs independent resolution
Protect the founder’s time, focus, and energy from low-value demands
Coordinate and manage internal/external communication flow

2. Calendar, Inbox & Priority Management

Own full calendar management including scheduling, rescheduling, and prioritization
Ensure meetings are intentional, relevant, and properly prepared
Manage inbox triage, categorization, and response drafting where appropriate
Track action items and ensure follow-through to completion
Remove scheduling conflicts and enforce time protection principles

3. Travel & Logistics (End-to-End Ownership)

Plan and book domestic and international travel (flights, hotels, transport)
Manage complex itineraries across multiple time zones
Handle visa coordination, documentation, and travel requirements
Resolve travel disruptions quickly and independently
Ensure all travel is efficient, cost-conscious, and friction-free

4. Personal & Operational Support

Manage personal errands, appointments, and administrative tasks
Coordinate household or property-related vendors and maintenance
Source, vet, and manage external suppliers and contractors
Obtain quotes, compare options, and execute decisions when appropriate
Support ad-hoc personal projects requiring research or coordination

5. Execution & Follow-Through System

Convert loose task lists into structured execution plans (owner, next step, deadline)
Track all outstanding actions across business and personal domains
Follow up relentlessly with external stakeholders until completion
Maintain a “done / pending / waiting-on” system for full visibility
Ensure accountability across vendors, partners, and service providers

6. Financial & Operational Administration

Support basic expense tracking and reconciliation
Organize receipts, reimbursements, and documentation
Assist COO with operational coordination as needed
Help track recurring obligations and administrative cycles

7. Systems & Operating Rhythm

Maintain a simple but disciplined operating system (Notion or equivalent):
Daily priorities dashboard
Waiting-on / follow-up tracker
Calendar of key dates and commitments
Travel log and itinerary history
Monthly recurring tasks and obligations
Documented task history and completion tracking
Support weekly founder preparation by ensuring inputs are gathered, decisions are clearly framed, and open loops are tracked.

8. Context & Relationship Management (Optional but Valuable)

Maintain lightweight memory of key relationships and stakeholders
Track prior interactions, preferences, and sensitivities
Help prevent duplicated outreach or miscommunication
Support continuity across conversations and projects

Requirements

Prior experience as an Executive Assistant to a founder, CEO, or senior executive
Strong ability to operate independently with minimal supervision
Excellent written and spoken English
High level of organization and attention to detail
Strong judgment and ability to prioritize under pressure
Comfortable managing both business and personal tasks
Experience handling calendars, inboxes, and complex scheduling
Resourceful problem solver with strong initiative
Ability to maintain confidentiality at all times
Comfortable in a fast-paced, direct communication environment
Emotionally resilient and able to handle direct feedback constructively

Ideal Candidate Profile

The ideal candidate is a high-agency operator who thrives in ambiguity and execution-heavy environments.
They are proactive, fast-moving, and comfortable making decisions without constant validation. They understand that their job is not to “manage tasks,” but to own outcomes and remove friction from the founder’s life and work.
They are highly reliable, structured in their thinking, and able to switch between business and personal support seamlessly.
This role is best suited to someone who values autonomy, accountability, and execution excellence over traditional corporate structure or process-heavy environments.

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