[Hiring] Senior Executive and Personal Assistant to the CEO @Museum of Ice Cream

Role Description

Museum of Ice Cream is seeking an experienced, proactive, and highly organized independent contractor based in the Philippines or Mexico to provide senior executive and personal assistance services to our Co-Founder and CEO, Manish Vora.

This 6 month contract will focus on executive administrative coordination, communications support, travel planning, personal logistics, and special projects. The ideal service provider exercises sound judgment, anticipates needs, identifies solutions independently, and delivers high-quality services with discretion and professionalism.

Core Deliverables

• Executive Support & Communications
  • Provide calendar management, inbox organization, scheduling coordination, and executive communications support.
  • Coordinate executive and board meeting materials, agendas, presentations, and follow-up communications.
  • Track agreed commitments, action items, and deliverables to support timely execution.
  • Organize and maintain executive contacts, records, and confidential information.
• Project Coordination & Executive Initiatives
  • Provide coordination support for executive leadership meetings, corporate summits, VIP experiences, museum openings, and CEO-sponsored initiatives.
  • Coordinate with internal stakeholders and external partners on agreed administrative requests and projects.
  • Conduct independent research, evaluate strategic options, and draft executive summaries to inform executive decision-making.
• Organization & Technology
  • Develop and maintain efficient systems for managing schedules, communications, priorities, and administrative workflows.
  • Leverage AI tools and automation to improve efficiency and streamline administrative services.
  • Independently identify and resolve administrative challenges, escalating matters requiring executive decisions or approvals.
• Travel & Personal Support
  • Coordinate complex domestic and international business and personal travel, including accommodations, transportation, reservations, and itineraries.
  • Research, compare, and negotiate travel arrangements, hospitality experiences, and vendor services.
  • Coordinate personal and family logistics, including household services, appointments, gifts, celebrations, and special arrangements.
  • Anticipate logistical needs and recommend solutions to support efficient planning and execution.

Qualifications

• 8+ years of experience providing executive or personal assistance services, preferably supporting a CEO, founder, or senior executive.
• Demonstrated experience managing complex calendars, executive communications, international travel, and personal logistics.
• Strong organizational skills and the ability to independently manage competing priorities and deliverables.
• Excellent written and verbal English communication skills.
• Experience negotiating with vendors and coordinating complex travel or hospitality arrangements.
• Proficiency in Google Workspace, Slack, and Microsoft Office.
• Extensive experience using Claude AI tools to build automated workflows, streamline administrative processes, and improve executive productivity.
• Strong judgment, professionalism, and discretion when handling confidential business, personal, and financial information.
• Ability to coordinate effectively with a US-based executive across Pacific Time business hours.

Preferred Experience

• Experience supporting a CEO or founder in a high-growth or entrepreneurial environment.
• Experience coordinating luxury travel, household management, or executive-level events.
• Experience developing AI agents or advanced automated workflows.
• Spanish fluency or experience in hospitality, entertainment, or consumer-facing businesses.

Working Expectations

This remote role requires regular coordination across Pacific Time business hours, dependable communication, and flexibility in supporting time-sensitive priorities. Specific deliverables and service expectations will be established through the applicable engagement agreement.

The salary range for this role is up to $2,000 USD, dependent on experience.

Please note: While this role is in multiple markets, we are only seeking one Sr. Executive & Personal Assistant to the CEO. This person must be located remote in the Philippines or Mexico.