[Hiring] Executive Assistant @Manila Recruitment

Role Description

An exciting opportunity for a high-autonomy Executive Assistant to support the Founder by managing communication flow, keeping priorities on track, driving follow-through, and bringing structure to the many projects and responsibilities within a growing, founder-led company.

Duties and Responsibilities

• Provide high-trust, proactive support to the President across business, personal, and operational priorities.
• Maintain and organize the President’s open tasks, decisions, commitments, and follow-ups to ensure nothing falls through the cracks.
• Manage the email capture and task-tracking system, ensuring relevant requests and action items are properly recorded and followed through.
• Maintain project trackers and provide visibility on progress, pending actions, and blockers.
• Monitor AI-generated meeting notes and ensure action items are captured, assigned, and followed up on.
• Conduct timely, rule-based follow-ups with internal and external stakeholders, including following up with the President when he is the blocker.
• Provide administrative support for the hiring pipeline, including coordination, tracking, and follow-ups.
• Coordinate recurring household services and contractors, including scheduling and follow-ups for pool, lawn, pest control, A/C, and other household needs.
• Assist with vacation, house-sitting, and other personal planning and coordination.
• Help develop and maintain a structured household operating system, including schedules, routines, and processes.
• Take ownership of projects and new responsibilities as they arise, even when they are outside the candidate’s previous experience.
• Research, organize, coordinate, and help execute new initiatives based on the desired outcome.
• Identify gaps, blockers, or items requiring attention and proactively take the appropriate next steps.
• Use AI and technology as part of day-to-day workflows to improve efficiency, organization, research, documentation, and execution.
• Learn and adapt to new internal systems, project management tools, and AI-enabled workflows as the company evolves.
• Maintain clear written communication and provide timely updates while working primarily in an asynchronous environment.
• Exercise sound judgment and discretion when handling business and personal information.
• Gradually take on greater autonomy and decision-making authority as trust is established.

Qualifications

• Previous Executive Assistant experience is highly preferred.
• Candidates with relevant experience in administration, operations, e-commerce, logistics, project coordination, BPO, or other fast-paced environments are welcome to apply.
• Strong written English communication skills and the ability to communicate clearly and professionally.
• Highly organized with strong attention to detail and excellent follow-through.
• Comfortable working with ambiguity, changing priorities, and an evolving scope of responsibilities.
• Proactive and resourceful, with the ability to figure things out independently rather than waiting for step-by-step instructions.
• Naturally curious and willing to learn new processes, systems, and tasks.
• Comfortable taking on responsibilities outside of previous experience and asking thoughtful questions when clarification is needed.
• Demonstrated ability to manage multiple priorities, track deadlines, and coordinate with different stakeholders.
• Comfortable working with AI as part of regular workflows, ideally using AI beyond occasional questions or basic prompts.
• Comfortable working in a primarily asynchronous, high-trust environment with limited day-to-day supervision.
• Strong judgment, discretion, ownership, and accountability.
• Willing and comfortable to support both business and household/personal responsibilities as part of a full-time role.
• Able to work with a minimum of 3–4 hours of daily overlap with US Eastern Time (ET).

Requirements

• No specific educational attainment is required; a college degree is a plus but not a hard requirement.
• US work experience is preferred but not required; candidates who can understand and adapt to the client’s working style and cultural expectations are welcome.
• Household management experience is not required; willingness and openness to handling household-related coordination are essential.
• No specific AI, project management, or software experience is required; training will be provided and the ability to learn new tools is more important.

Job Type

• Contract
• Full-time
• Schedule: Monday - Friday, Minimum of 3–4 hours of daily overlap with ET business hours is required
• Example: 4:00 AM–12:00 PM ET (4:00 PM – 12:00 AM PHT) or 2:00 PM–10:00 PM ET (2:00 AM – 10:00 AM PHT)
• Location: Boca Raton, Florida (Remote)
• Industry: Sporting Goods