Executive Assistant to CEO – Full-Time, US Hours

Salary: ₱55,000–₱75,000/month, depending on experience
Hours: Monday–Friday, We are flexible on exact working hours, but there must be consistent overlap with U.S. Eastern Time. We are open to either U.S. business hours or a Philippines daytime schedule with U.S. afternoon/evening overlap.
Location: Remote – Philippines

We are a growing US-based service company looking for a sharp, highly organized Executive Assistant to work directly with the CEO.

This is not primarily a calendar-management role, and we are not looking for someone who needs detailed instructions for every task.

The goal of this position is simple: take work off the CEO's plate.

You'll start by taking ownership of administrative and operational tasks that currently require the CEO's attention. As you learn the company, we want you to become increasingly independent—identifying what needs to be done, handling it, and closing the loop without needing to be asked.

What You'll Work On

Your responsibilities will include:

- Managing the CEO's email and handling messages that don't require his direct involvement
- Drafting and sending email responses
- Following up with employees, candidates, vendors, and others until outstanding items are resolved
- Creating and managing Indeed job postings
- Communicating with job candidates throughout the hiring process
- Collecting onboarding information and making sure new hires complete required steps
- Assisting with employee onboarding and HR administration
- Transferring and maintaining employee information across payroll, benefits, retirement, and other systems
- Maintaining accurate company records and databases, including vehicle information
- Updating Airtable and other company systems
- Making occasional phone calls to US-based employees, candidates, or vendors
- Researching administrative or operational questions and recommending a solution
- Handling miscellaneous projects that would otherwise require the CEO's time

This Role Will Constantly Evolve

One thing you should know before applying: this will not be the same job six months from now that it is on Day 1.

Our company is growing, and the CEO's needs change frequently. You'll learn new systems, take ownership of new responsibilities, and sometimes stop doing things that are no longer important.

We don't expect you to know how to do everything when you start. We do expect you to be comfortable learning, adapting, and figuring things out.

If you prefer a highly predictable role with the same responsibilities and processes every day, this probably isn't the right position for you.

If you enjoy becoming the person who can be handed something new and say, "I'll figure it out," you'll likely do very well here.

As you demonstrate good judgment and reliability, we'll continue moving more responsibility to you. For an exceptional performer, this role could eventually grow beyond a traditional Executive Assistant position into a broader operations or leadership role.

Who We're Looking For

You should have:

- At least 2 years of experience as an Executive Assistant, Virtual Assistant, Operations Assistant, or similar role
- Excellent written and spoken English
- Strong attention to detail
- Excellent follow-through
- Good judgment
- Comfort communicating professionally with US-based employees and job candidates
- Strong computer skills and the ability to learn new software quickly
- Experience working independently in a remote environment
- Ability to work US Eastern Time hours

Experience with recruiting, HR administration, Indeed, Airtable, or similar systems is a plus, but not required.

The Most Important Part

We are looking for someone who can figure things out.

If you're given an assignment you've never done before, your first instinct should be to investigate, find the answer, and move the project forward—not immediately ask your manager what to do.

That doesn't mean you should never ask questions. Good judgment includes knowing when a question is necessary.

But this position will not be a good fit for someone who needs step-by-step instructions for every assignment.

A great Executive Assistant makes their executive's life easier. After working together for a while, we want to be able to send you a short message explaining an outcome we need and trust you to take it from there.

What Success Looks Like

After your first few months:

- Fewer administrative emails require the CEO's involvement.
- Candidates receive quick and professional communication.
- Hiring and onboarding tasks don't fall through the cracks.
- Company databases and employee records stay current.
- Outstanding items are followed up on without reminders.
- When you're given a problem, you usually return with a solution rather than another task for the CEO.

For an exceptional performer, there is significant opportunity to take on additional operational responsibility as the company continues to grow.

How to Apply

Please apply with the following:

1. A short introduction explaining your relevant experience.

2. Your expected monthly salary in Philippine pesos.

3. Your current work situation and when you could start.

4. Your experience working with U.S.-based companies, including any experience working U.S. hours, and your preferred working hours (please include your time zone).

5. Answer the following scenario:

You receive this message from the CEO:

"One of our company vehicles apparently has an expired registration. Brandon says he can't renew it online and it needs to be handled at the NJ DMV. Can you figure out what we need to do and get this moving?"

In your response, explain what you would do next. We are more interested in how you approach the problem than whether you already know anything about vehicle registration.

6. Begin your application with the words "I like figuring things out." This lets us know you read the entire posting.

Please do not use ChatGPT or another AI tool to write your response to question #5. We want to understand how you personally think and communicate.