[Hiring] Executive Assistant / Personal Assistant @Manila Recruitment

Role Description

This is an exciting opportunity to support a fast-paced founder as an Executive & Personal Assistant. We’re seeking a detail-oriented, proactive professional who can turn high-level instructions into seamless, error-free execution across daily operations.

We are seeking a highly experienced, senior Executive Assistant / Personal Assistant to support a globally mobile executive and their personal, family, and household needs. This is a high-trust, autonomous role for someone who has operated at EA / PA / Chief of Staff level and is comfortable owning decisions and execution end-to-end.

This role will follow an approximate 70% personal / 30% executive support split.

Duties and Responsibilities

• Core Responsibilities Executive Assistant Scope (Professional)
  • Act as a trusted extension of the executive, taking ownership of tasks and decisions independently.
  • Translate vague or strategic instructions into structured plans, timelines, and execution.
  • Anticipate needs, identify risks, and resolve issues proactively.
  • Manage communications, priorities, and follow-ups to ensure nothing is missed.
  • Present structured recommendations (e.g., travel options, plans) for executive review and approval.
• Personal Assistant Scope (Personal & Family)
  • Manage the executive’s personal life logistics, including appointments, events, personal travel, and day-to-day administration.
  • Provide support to family members and relatives as required, including scheduling, travel, coordination, and issue resolution.
  • Oversee personal services and vendors with discretion and efficiency.
  • Support administrative needs such as visa processing and related documentation for family members.
• Travel & Logistics (Professional + Personal)
  • Plan and execute complex international travel across the U.S., Asia, and Europe, including large group trips involving family, staff, or associates.
  • Manage itineraries, visas, accommodations, transport, and contingency planning.
  • Handle last-minute changes calmly and decisively.
  • Ensure all arrangements are pre-confirmed and aligned with executive preferences to avoid disruptions.
• Contractor & Service Provider Management
  • Manage and coordinate contractors and service providers on the executive’s behalf, including but not limited to:
    • Concierge services
    • Close Personal Protection (CPO / security)
    • Drivers and transport providers
    • Travel, hospitality, and lifestyle vendors
  • Provide clear instructions, set expectations, coordinate schedules, and ensure services are delivered to the required standard.
  • Act as the central point of coordination so the executive is not required to manage or intervene.
  • Coordinate with globally distributed vendors across multiple regions and time zones.
• Financial & Administrative Oversight (Preferred)
  • Track and reconcile personal and professional spending, invoices, and reimbursements.
  • Maintain organised financial records and summaries.
  • Liaise with accountants, finance teams, and external providers as required.
• Communication & Coordination
  • Serve as a primary point of contact for both professional and personal stakeholders.
  • Communicate clearly, confidently, and professionally across cultures and time zones.
  • Ensure commitments are executed without executive follow-up.
  • Actively identify and propose additional support needs or improvements.
• Growth & Progression
  • This role is designed to grow with the executive.
  • Subject to performance, trust, and demonstrated leadership, the EA/PA may be promoted into a Manager or Chief of Staff role, with expanded responsibility over people, contractors, and operations.
• Working Style & Traits
  • Exceptionally organised, diligent, and detail driven.
  • Comfortable operating across flexible hours and multiple time zones.
  • Strong judgment and decision-making skills; trusted to act independently.
  • Excellent written and verbal communication skills.
  • Calm under pressure, reliable, and execution focused.
  • Strong preference for candidates highly skilled in financial detail and accuracy (e.g., QuickBooks or similar exposure).
• What Success Looks Like
  • The executive does not need to manage, chase, or follow up on tasks.
  • Personal, family, and professional matters run seamlessly.
  • Contractors and service providers are coordinated effectively without executive involvement.
  • The EA/PA operates as a self-directed operator with clear progression potential.
  • All activities are supported by complete and well-maintained documentation (e.g., receipts, records).
  • High task accuracy rate with zero critical errors.
  • Executive time maximized toward priority work.
  • Inbound requests triaged independently.
  • Key materials and plans prepared at least 48 hours in advance.
  • Issues and conflicts resolved proactively.

Qualifications

• Minimum 5+ years’ experience as a senior EA, PA, or Chief of Staff supporting founders, principals, or executives.
• University degree required.
• Proven experience managing both professional and personal affairs for high-net-worth or globally mobile individuals.
• Demonstrated ability to handle highly sensitive and confidential matters with discretion and sound judgment.
• Background in finance, accounting, bookkeeping or HR preferred.
• Exposure to HR or recruitment coordination is a plus.
• Willingness to work flexible hours aligned with global time zones.
• Strong numerical and communication skills required.

Job Type

• Permanent
• Direct hire; Full-time
• Schedule: Monday to Friday; Schedule is flexible, aligned with Executive’s location (US, Europe, Asia); 9 hours/day including 1-hour break
• Location: Remote/WFH
• Industry: Vertical drama platforms
• Expertise: Executive Assistant, C-Level Management, Travel Management, Personal Assistant, Financial Assistance