Executive Assistant

Executive Assistant to Founder / CEO

Full-Time | Remote | Philippines | Australian Business Hours

About the Role

I’m an Australian entrepreneur operating multiple growing businesses across education, retail, eCommerce, software and the barbering industry.

I’m looking for an exceptional Executive Assistant to work directly with me as the Founder/CEO and become a key part of our business operations.

This is not a basic Virtual Assistant role.

I’m looking for someone highly organised, proactive, commercially minded and confident enough to take ownership of responsibilities without needing constant instructions.

Your job is to help me operate at a higher level by protecting my time, keeping me organised, coordinating with my teams and making sure important tasks actually get completed.

You will become the central point between me and different people across our businesses.

The right person will eventually know what needs to happen before I need to ask.

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Your Core Responsibilities

1. Executive Calendar Management

You will take ownership of my calendar and schedule.

Responsibilities include:

* Managing my daily and weekly calendar
* Scheduling internal and external meetings
* Rescheduling appointments when required
* Preventing scheduling conflicts
* Coordinating meetings across different team members
* Protecting blocks of time for important work
* Making sure I have enough travel/preparation time between commitments
* Reminding me of important meetings and deadlines
* Making sure meetings have a clear purpose before being added to my calendar

You should be comfortable managing a busy founder’s schedule and making sensible decisions about priorities.

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2. Email & Inbox Management

You will help manage and organise my inbox.

This includes:

* Reviewing incoming emails
* Identifying urgent or important messages
* Organising and categorising emails
* Drafting responses for my approval
* Responding to routine emails where authorised
* Following up unanswered emails
* Making sure important conversations don’t get forgotten
* Unsubscribing and removing unnecessary inbox clutter
* Keeping my inbox organised

The goal is that I should not need to spend hours every day processing email.

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3. Daily Founder Organisation

Every morning, I want a clear understanding of what requires my attention.

You will prepare a daily executive summary including:

Today’s Priorities

The most important things I need to complete.

Today’s Meetings

What meetings I have and anything I need to know beforehand.

Waiting on Others

Tasks or information we are waiting for from employees, suppliers or external partners.

Needs Approval

Anything that requires a decision from me.

Important Updates

Anything across the businesses that I should know about.

You will also help ensure unfinished priorities don’t disappear.

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4. Task & Project Management

You will maintain a central system for my tasks and commitments.

Responsibilities include:

* Turning conversations and voice notes into actionable tasks
* Assigning tasks to the correct team member
* Recording deadlines
* Following up outstanding tasks
* Maintaining project/task management software
* Tracking commitments made during meetings
* Escalating overdue or important items
* Preparing weekly outstanding-task reports

If I say:

“We need to get this done.”

I want you to make sure it becomes a tracked task with an owner and deadline rather than disappearing into a conversation.

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5. Team Accountability & Follow-Up

A major part of your position will be following up with people on my behalf.

You may communicate with:

* Managers
* Sales teams
* Marketing teams
* Contractors
* Accountants
* Bookkeepers
* Developers
* Suppliers
* Agencies
* Business partners

You will:

* Request updates
* Chase overdue work
* Collect reports
* Confirm deadlines
* Schedule meetings
* Document commitments
* Escalate issues when required

You must be comfortable professionally holding people accountable.

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6. Meeting Management

For important meetings, you will help with:

Before meetings:

* Prepare agenda
* Collect relevant documents
* Gather KPIs/information
* Identify outstanding actions from previous meetings

During/after meetings:

* Take or organise meeting notes
* Extract decisions
* Create action items
* Assign owners
* Add deadlines
* Follow up until actions are completed

Meetings should create action, not just conversation.

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7. Business Reporting & KPI Collection

You will help me maintain visibility across multiple businesses.

You may be responsible for collecting and organising information including:

* Weekly revenue
* Sales performance
* Leads generated
* Conversion rates
* Marketing performance
* Staffing information
* Outstanding projects
* Business expenses
* Operational issues
* Customer/student metrics

You are not expected to be an accountant.

Your responsibility is to make sure the correct information reaches me in a clear and organised format.

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8. Recruitment & HR Administration

You will assist with recruitment as our companies grow.

Responsibilities may include:

* Creating and posting job advertisements
* Organising applicants
* Initial candidate screening
* Shortlisting candidates
* Scheduling interviews
* Sending interview reminders
* Coordinating reference checks
* Preparing onboarding documentation
* Maintaining employee records
* Following up required paperwork

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9. Research

You should be comfortable conducting detailed online research.

Examples include:

* Competitor research
* Supplier research
* Software comparisons
* Recruitment research
* Market research
* Pricing comparisons
* Business opportunities
* Potential partnerships
* Travel research
* Product research

I don’t just want links.

I want information summarised clearly so I can make a decision quickly.

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10. Finance & Administration Support

You may assist with:

* Organising invoices
* Organising receipts
* Preparing documents for accountants/bookkeepers
* Following up invoices
* Maintaining expense records
* Gathering financial reports
* Liaising with accountants
* Tracking subscriptions and renewals
* Organising financial documents

You will not initially have unrestricted authority to move company funds or make major financial decisions.

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11. Travel & Personal Administration

From time to time, you may also assist with personal executive administration.

Examples include:

* Flight research
* Hotel research
* Travel itineraries
* Restaurant reservations
* Appointment scheduling
* Event bookings
* Reminders
* Renewals
* Personal purchases/research

The purpose is to remove low-value administrative work from my schedule so I can focus on growing the companies.

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What I’m Looking For

You should be:

* Extremely organised
* Reliable
* Proactive
* Detail-oriented
* Confident
* Resourceful
* Fast-moving
* Comfortable with responsibility
* Excellent at written English
* A strong communicator
* Comfortable working directly with a Founder/CEO
* Able to manage multiple priorities
* Able to work independently
* Comfortable following people up
* Good at identifying problems before they become bigger problems

Most importantly:

I don’t want someone who waits all day for instructions.

If you notice something hasn’t been completed, follow it up.

If a deadline is approaching, remind the relevant person.

If something doesn’t make sense, ask.

If you can solve something without unnecessarily involving me, solve it.

If something requires my decision, give me the information I need to make that decision quickly.

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What Success Looks Like

After several months working together:

* My calendar is organised.
* My inbox is under control.
* I know my priorities every morning.
* Important tasks aren’t forgotten.
* Team members are being followed up.
* Meetings result in documented actions.
* Reports arrive before I need to ask for them.
* Documents are organised.
* Deadlines are being tracked.
* I spend significantly less time on administration.
* I have better visibility across my businesses.

Ultimately, your job is to give me back time and increase the speed at which our companies operate.

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Software & Tools

Experience with some of the following is beneficial:

* Google Workspace
* Gmail
* Google Calendar
* Google Drive
* Google Sheets
* Microsoft Office
* Slack
* ClickUp / Asana / Monday / Notion
* ChatGPT and other AI tools
* CRM platforms
* Canva

You don’t need experience with every platform.

You do need to be technologically confident and capable of learning new software quickly.

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Working Hours

This is a full-time remote position based in the Philippines.

You must be comfortable working hours that substantially overlap with Melbourne, Australia business hours (AEST/AEDT).

Exact working hours will be discussed with the successful candidate.

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Salary

Up to ₱100,000 PHP per month depending on experience and capability.

We are prepared to pay well for an exceptional candidate.

There will also be opportunities for:

* Performance bonuses
* Salary progression
* Increased responsibility
* Long-term career development

For the right person, this is intended to be a long-term position, not a short-term VA contract.

As the businesses grow, I want this role to grow with them.

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Career Opportunity

There is significant opportunity for advancement.

Someone exceptional could progress from:

Executive Assistant

→ Senior Executive Assistant

→ Executive Operations Manager

→ Chief of Staff / Operations Leadership

I value people who take ownership, develop their capabilities and want to grow alongside the businesses they work with.

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How to Apply

Please send:

1. A short introduction about yourself.
2. Your previous Executive Assistant / Virtual Assistant experience.
3. An example of a time you proactively solved a problem for an executive or business owner without being asked.
4. The software/platforms you are confident using.
5. Your expected monthly salary in PHP.
6. Your availability to start.
7. A short 60–90 second video introduction explaining why you believe you would be excellent in this role.

Important Application Instruction

At the very beginning of your application, write:

“READY TO EXECUTE”

Applications that don’t include this phrase will not be considered.

We receive a large number of applications and attention to detail is extremely important for this position.

If you’re ambitious, organised, highly accountable and want the opportunity to become the right hand to an entrepreneur building multiple companies, I’d love to hear from you.