Executive Assistant

# ? Executive & Personal Assistant

We are seeking an exceptional **Executive & Personal Assistant** to support an entrepreneur across a growing portfolio of businesses, emerging ventures, and personal priorities. This is a **high-trust role** for someone who can create clarity, maintain momentum, protect the owner’s time, and make sure important commitments move forward.

The right person will do more than complete assigned tasks. You should be resourceful, highly organized, adaptable, comfortable learning quickly, and able to bring structure to unfamiliar situations. You’ll help the owner stay focused on leadership, revenue, growth, relationships, and new opportunities. ?

## ? The Purpose of This Role

Your primary responsibility is to reduce the **administrative, organizational, coordination, research, and follow-up workload** surrounding the business owner.

Success means the owner spends less time tracking, reminding, organizing, scheduling, researching, and following up — and more time **leading and building.** ✨

## ? What You’ll Help With

### ? Executive Calendar & Priorities

* Manage business and personal calendars
* Coordinate meetings, appointments, calls, events, property visits, and travel
* Identify scheduling conflicts and missing preparation time
* Prepare concise briefings covering priorities, deadlines, appointments, and decisions
* Keep postponed or deprioritized work visible for appropriate follow-up

### ? Inbox & Communications

* Organize and triage business and personal communications
* Draft polished emails, messages, responses, and follow-ups
* Learn and accurately reflect the owner’s communication style
* Flag communications requiring a decision, approval, or sensitive response
* Follow up with employees, vendors, clients, partners, contractors, advisors, and other contacts
* Handle correspondence with discretion ?

### ? Meetings & Follow-Up

* Prepare agendas, background information, documents, and decision points
* Record decisions, action items, owners, and deadlines
* Track follow-ups and completion
* Escalate delays, risks, or missing information before they become urgent
* Turn lengthy information into concise summaries and recommended next steps

### ? Business & Project Coordination

* Maintain visibility across business priorities and new ventures
* Track projects, deadlines, dependencies, opportunities, and outstanding decisions
* Coordinate information between the owner, team members, VAs, contractors, and outside professionals
* Conduct research and prepare concise decision briefs
* Help organize new projects and unfamiliar business opportunities
* Ensure delegated work has a clear outcome, owner, deadline, and follow-up point

### ? Bridal Business Support

* Support executive-level projects involving partnerships, recruiting, financing, marketing, and expansion
* Coordinate assigned deliverables with team members and external partners
* Organize documents, applications, agreements, and business information
* Help strategic initiatives move forward without unnecessarily pulling the owner back into routine operations

### ? Airbnb & Short-Term Rental Support

* Coordinate property appointments, vendors, maintenance, purchases, and documentation
* Track inspections, renewals, property tasks, deadlines, and outstanding issues
* Research properties, services, regulations, furnishings, pricing, and operational needs
* Organize property records and information

### ? New Ventures & Special Projects

* Research unfamiliar industries, opportunities, tools, competitors, and service providers
* Turn early-stage ideas into organized project plans
* Establish trackers, folders, timelines, contact lists, and administrative workflows
* Collect information needed for informed decisions
* Adapt as priorities and opportunities evolve

### ? Team & Delegation Support

* Serve as a reliable coordination point between the owner and her teams
* Route requests to the appropriate person
* Track delegated assignments and follow up
* Help prepare leadership meetings, hiring activities, performance conversations, and team communications
* Identify recurring work that could be delegated, documented, automated, or eliminated
* Help protect the owner from becoming the default person for routine questions

### ?️ Systems & Information Management

* Keep information organized across email, calendars, cloud storage, project-management systems, and communication platforms
* Create and improve templates, trackers, checklists, and SOPs
* Use AI and automation tools responsibly to reduce manual administrative work ?
* Maintain reliable sources of truth for priorities, contacts, projects, and follow-ups

## ?️ Skills & Qualifications

We are looking for someone with:

* ⭐ Experience supporting a founder, entrepreneur, executive, business owner, or other high-responsibility environment
* ? Exceptional organization and attention to detail
* ✅ Excellent follow-through and ownership
* ✍️ Strong written communication
* ? Sound judgment and ability to anticipate needs without overstepping authority
* ? Ability to manage multiple priorities simultaneously
* ? Strong research and problem-solving skills
* ? Ability to learn unfamiliar industries quickly
* ? Proficiency with digital productivity, communication, calendar, and project-management tools
* ? Comfort using AI tools to research, organize, draft, summarize, and streamline work
* ? Strong discretion and confidentiality
* ? Calm, professional communication — including the confidence to respectfully redirect a busy executive when necessary

## ✨ You May Be a Great Fit If You...

Naturally notice what needs to happen next and enjoy creating order from many moving pieces.

You can move between different business and personal priorities without losing context, communicate clearly, work independently, and keep the owner appropriately informed.

Most importantly, you understand **when to act, when to recommend, and when to ask.** You build trust through discretion, accuracy, consistency, adaptability, and follow-through. ?

## ? Trust, Judgment & Boundaries

This role comes with meaningful responsibility, but good judgment includes knowing where your authority ends.

You will be trusted to organize, coordinate, research, draft, remind, and follow up within approved guidelines. Significant financial commitments, legal or financial decisions, hiring or compensation decisions, partnerships, confidential disclosures, public statements, and changes to strategic priorities require appropriate approval.

## ? Why Join?

This is an opportunity to work closely with an entrepreneur across **multiple businesses and emerging ventures**. The position offers meaningful responsibility, varied industry exposure, and the opportunity to grow into a trusted long-term partnership.

## ? HOW TO APPLY — IMPORTANT

? **All applicants must complete our official Executive & Personal Assistant application form to be considered.**

? **APPLY HERE:**
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? Please complete the application carefully and provide **all requested information**, including your resume and answers to the role-specific questions.

⚠️ **Submitting an application or sending a message through OnlineJobs.ph alone does not complete your application. You must submit the application form above to be considered for the position.**