Executive Assistant - for a Construction CEO

EXECUTIVE & PERSONAL ASSISTANT TO THE CEO
Confidential — Luxury Residential Construction Company (Los Angeles, CA)

About Us
We are a family-owned luxury custom home builder based in Los Angeles, California. We build high-end homes in some of the most desirable neighborhoods in the city, with project values in the $1M–$3M+ range. We are growing fast, and our CEO needs a right-hand teammate to help him stay organized, focused, and ahead of everything coming at him.
We treat our team like family, we pay fairly, and we reward performance with bonuses. The right person here will grow with us for years — this is a long-term role, not a short-term gig.

The Role
You will be the personal Executive Assistant to our CEO — a young, fast-moving founder running multiple companies who needs someone reliable, sharp, and proactive to help him run his life and business. Our CEO's life and work are blended, and you will help manage both.
This is not a "wait to be told what to do" role. We want someone who anticipates needs, catches things before they fall through the cracks, and operates as a true second brain for the CEO.
You will be trusted with sensitive information — calendar, contacts, finances, personal scheduling, business deals — and you must be 100% trustworthy and discreet. A signed NDA will be required before onboarding.

Work Schedule

Hours: 6:00 AM – 2:00 PM Pacific Standard Time (PST), Monday through Friday (40 hours/week)
For you in the Philippines: approximately 9:00 PM – 5:00 AM the following day (Manila time)
Why this schedule: You will have the CEO's day prepped, his inbox triaged, and his priorities ready before he wakes up at ~7:00 AM PST. The first hour of his day, he should be able to look at one organized brief from you and know exactly what matters.
Live overlap: 7:00 AM – 2:00 PM PST is direct real-time access to the CEO for questions, decisions, and tasks throughout his workday.

This schedule is non-negotiable. We need someone whose body clock can adapt to a true overnight Manila shift long-term — please do not apply if you cannot commit to this.
We are also looking for someone willing to work additional hours when needed. Extra hours are paid, and strong performance is rewarded with bonuses.

What You Will Do
Calendar & Scheduling

Own the CEO's calendar end-to-end — schedule meetings, block focus time, defend deep work hours
Coordinate scheduling between the CEO, clients, subcontractors, architects, vendors, and personal contacts
Send meeting confirmations the day before and the morning of
Build daily and weekly briefs so the CEO walks into every meeting prepared
Reschedule and reshuffle aggressively when priorities shift

Inbox & Communication Management

Triage the CEO's inbox every morning before he wakes up — flag what's urgent, archive what's noise, draft replies to recurring/standard emails
Draft emails on the CEO's behalf in his voice and tone (we will train you on this)
Follow up on every open thread — never let an email go unanswered for more than 24–48 hours
Send reminders for things the CEO has committed to but not yet done

Task & Project Tracking

Maintain a master to-do list for the CEO — capture every commitment, every promise, every deadline
Run a daily check-in (async or live) covering: what got done yesterday, what's the priority today, what's blocked
Track follow-ups across all his active deals
Build and maintain trackers in Google Sheets / Notion for whatever needs tracking

Personal Life Admin

Book restaurants, flights, hotels, rental cars, and travel itineraries
Schedule personal appointments (doctor, dentist, barber, gym, car service, etc.)
Manage subscriptions, bills, renewals, and recurring personal admin
Order things online (gifts, supplies, anything the CEO needs)
Research and present options for personal decisions (travel destinations, products, services)
Help plan birthdays, holidays, special events, and gifts for family/friends/clients

Business Support

Take notes during meetings (when the CEO loops you in via Zoom/Loom recording)
Organize and maintain Google Drive — every file in the right folder, every contact in the right list
Build CRM-style trackers for clients, leads, and pipeline contacts
Research vendors, products, services, or topics the CEO needs information on
Draft documents, proposals, summaries, and presentations from notes/recordings

Proactive Anticipation

Notice patterns and surface them ("you've moved this meeting 3 times — should I just cancel it?")
Catch conflicts before they happen (double-booked time, unrealistic travel windows, missed birthdays)
Remind the CEO of important dates — family birthdays, anniversaries, key client touchpoints
Flag when something has been on his to-do list too long and needs a decision


Requirements

2+ years prior EA or executive support experience. Bonus if you've supported a founder, entrepreneur, or C-level executive. Tell us specifically what type of executive you've supported (industry and seniority — no need to name them).
Excellent written English. Your drafts will go out under the CEO's name to clients, vendors, and personal contacts. They must read like an American wrote them. We will test this in the interview.
Verbal English fluency. You will be on Zoom calls regularly. Clear, confident spoken English is required.
Tech fluency. Gmail, Google Calendar, Google Drive, Google Sheets, Notion, Zoom, Slack, Loom, and ideally tools like Calendly, GoHighLevel, ChatGPT/Claude.
Discretion and trustworthiness. You will see private financial, personal, and business information. This is non-negotiable. NDA required.
Proactive mindset. You don't wait to be told. You think two steps ahead and surface things before they become problems.
Reliable workspace. Stable high-speed internet, backup power, quiet workspace, working webcam, modern computer.
Schedule commitment. You must be able to consistently work 6:00 AM – 2:00 PM PST (overnight in Manila) long-term. Confirm in your application that this works for you.
Available immediately. We are hiring for an immediate start.


Bonus Points

Prior experience supporting a US-based entrepreneur or founder
Experience in real estate, construction, or luxury services industries
Background in project management, operations, or chief-of-staff style work
Experience with travel planning at a higher-end level (hotels, restaurants, premium experiences)
Comfortable using AI tools (ChatGPT, Claude, etc.) to work faster


What We Offer

Competitive hourly pay (we will discuss based on experience)
Performance-based bonuses — we are very fair and reward tea ---------- mbers who go above and beyond
Long-term, stable role with a rapidly growing company
Real career growth — as our CEO scales the business, this role grows into a true Chief of Staff position
Direct, daily access to a young founder who will mentor you on business and operations
A respectful, family-owned culture that treats remote tea ---------- mbers like real teammates — not like outsourced help


How to Apply
To be considered, your application must include all of the following:

A short paragraph explaining why this role fits you and why you can handle the 6:00 AM – 2:00 PM PST schedule (overnight in Manila) long-term
A list of executives or founders you have supported (industry and seniority only — no names needed), your specific role, and how long you supported each
A sample "morning brief" you would write to a CEO at 6:00 AM — make up the details (3–5 calendar items, 2–3 priority emails, 1–2 to-do items), but write it as if you were sending it to a real founder before he wakes up
A short paragraph describing one time you proactively caught something before it became a problem in a previous role
Confirmation that you understand the schedule and can commit to it long-term
Your expected hourly rate in USD

Applications missing any of the above will not be reviewed. We are looking for someone detail-oriented and proactive — your application is the first test.

We look forward to meeting you and growing together.