Umbrella Property Services

Executive Assistant to Founder (Remote, PH-Based, PST Hours)

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: TYPE OF WORK

Full Time

: SALARY

1250 per month, paid bi-weekly

: HOURS PER WEEK

40

: DATE UPDATED

Aug 18, 2026

JOB OVERVIEW

Umbrella Property Services is a building services company based in Vancouver. I’m the founder, and I move fast. I think in ideas and loose ends. Your job is to turn that into clear plans, tight calendars, and closed loops.

This is not a basic VA role. I’m looking for a true Executive Assistant who creates structure around me.

About the Founder & How We Work
- I’m not a micromanager. I’m not looking over your shoulder or nitpicking design details. My style is “good enough, ship it, keep moving.”
- I’m chaotic by nature: lots of ideas, lots of moving pieces, and I’d rather be doing deals, strategy, and sales than admin.

Your job is to:
- Put just enough structure around me so my days are sane,
- Protect my calendar so I have real focus time,
- Own the admin and follow?through so I don’t have to chase you or the work.

If you like bringing order to a fast?moving founder and being trusted to run with things, you’ll fit here.

Your Core Outcome
- Give the founder back time, focus, and mental space.
- When I hand you something, you own it until it’s done. I should not have to chase updates, remember details, or manage follow?through. If you need clarity, you ask. If you don’t, you just get it done.

What You’ll Own
1. Calendar & Communication
- Protect and manage my calendar; no double bookings, clear buffers, realistic days.
- Triage inbox and messages; draft replies and summarize what needs my decision.
- Ensure follow?ups and responses don’t fall through the cracks.
2. Follow?Up & Accountability
- Capture commitments from meetings and conversations.
- Turn discussions into clear next actions with owners and deadlines.
- Follow up with internal and external stakeholders and push (respectfully) when things stall.
3. Problem Solving
- Bring solutions, not just problems.
- When something blocks you, come back with: “Here’s what happened, here are options, here’s what I recommend.”
- Ask smart clarifying questions instead of waiting passively.
4. Projects & Operations
- Coordinate small projects and initiatives.
- Prepare agendas, documents, and materials for meetings.
- Maintain simple systems for tasks, SOPs, and follow?ups.
- Improve or automate repetitive admin where possible, including with AI tools.

You’ll Succeed Here If You Are
- Highly proactive and self?directed; you don’t wait to be told what to do next.
- Strong at follow?through and holding others accountable.
- Comfortable “managing up” to a busy, idea?driven founder.
- Clear, concise written communicator.
- Calm when priorities change and things are a bit chaotic.
- Detail?oriented and reliable; you take pride in clean work.
- Comfortable working with ambiguity and turning it into structure.
- AI?literate and hungry to keep learning.

This Role Is Not For You If
- You need step?by?step instructions for every task.
- You get stressed by a founder who moves fast and changes priorities.
- You wait to be chased for updates instead of closing the loop yourself.

Non?Negotiables (Read Carefully)
- Based in the Philippines and able to work 7:30 a.m. – 4:00 p.m. PST, Monday–Friday (40 hrs/week).
- Minimum 2 years supporting a founder / CEO / executive as an EA, PA, or similar role.
- Excellent written and spoken English.
- Comfortable using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) and Slack for daily communication.
- Quiet, distraction?free workspace (no cafés).
- Reliable computer setup with two monitors (or laptop + external screen), headset, mouse, and keyboard.
- High?speed internet (100 Mbps or faster) for video and calls.

If you do not meet the above, your application will not be considered.

Compensation & Setup
- Fixed retainer of $1,250 USD per month, paid bi?weekly.
- 30 days paid time off per year, aligned with the Canadian calendar (not PH public holidays).
- Bonus opportunities after 3 months, based on reliability, quality, and ownership.
- $500 USD annual tech allowance to support your equipment and connectivity.

How to Apply
- Complete this application: ---------- /recruit-ph-ea
- If shortlisted, you’ll send a short video message and complete a short series of emails with Ryan
- Final candidates will be invited to a paid trial day to test their skills in a simulated work environment

SKILL REQUIREMENT

Calendar Management Communication Executive Assistance

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Umbrella Property Services

Executive Assistant to Founder (Remote, PH-Based, PST Hours)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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