Executive Assistant to the CEO

About Field Nine Group
Field Nine Group is a portfolio media company working with newsrooms, journalism organizations, and editorial publications.
We are hiring an Executive Assistant to support the CEO directly. This is a high-trust role with significant exposure to the day-to-day operations of a growing portfolio company.

About the role
As Executive Assistant to the CEO, you will manage the CEO's calendar, inbox, travel, and personal logistics. You will be the operational layer that keeps the CEO's day running smoothly — actively managing communications, anticipating needs, and routing action items to the right tea ---------- mbers.

This is an active, real-time role during business hours — not a tasks-only position. You will be in the inbox, on the calendar, and coordinating travel and meetings throughout the workday. The CEO travels extensively (70+ flights per year), so strong travel coordination skills are essential.

You will work closely with the Operations Manager (who runs internal business operations) and the Project Operations Manager (who runs client work). Your lane is the CEO's personal operational support — you will not handle business invoices, client work, or team management.

What you will own
Calendar and meeting management:
Active calendar management: scheduling, rescheduling, blocking focus time
Setting up Zoom calls and managing meeting logistics
Light pre-meeting research on attendees (background, company, relevant context)
Capturing action items fro ---------- etings (from notes or transcripts) and routing to the right tea ---------- mber
Protecting the CEO's deep work time and travel buffers

Inbox management:
Active inbox triage during business hours
Drafting and sending emails on the CEO's behalf
Flagging urgent or sensitive items appropriately
Maintaining inbox organization and follow-up tracking

Travel coordination:
Booking flights, hotels, and ground transportation for 70+ trips per year
Managing American Airlines Executive Platinum benefits and upgrades
Coordinating hotel calls for special requests, allergy notifications, and special accommodations
Building itinerary documents for each trip
Tracking passport, visa, and travel document requirements for international travel

Personal logistics:
Restaurant reservations (with strict allergy notes — severe apple allergy is non-negotiable)
Personal appointments: medical, fitness, personal services
Coordinating personal events, social commitments, and gift sending
Errands and deliveries as needed

What you will NOT own
Business operations, invoicing, contracts (the Operations Manager handles these)
Client communication or project management (the Project Operations Manager handles these)
Strategic decisions or commitments on the CEO's behalf
Hiring or team management
Social media or external content

Who we are looking for
Required:
3+ years as an Executive Assistant supporting a senior executive, founder, or high-growth professional
Exceptional written and spoken English — you will be writing on behalf of the CEO
Strong calendar management experience across multiple time zones
Proven travel booking experience, ideally with frequent travelers (status programs, complex itineraries, international travel)
Comfortable making phone calls to US-based hotels, restaurants, and vendors during your workday
Discretion and judgment — you will have access to sensitive personal and business information
Comfortable using AI tools (we use Claude, Google Workspace, Slack, Notion)
Proactive communication style — you anticipate, you do not wait to be asked
Reliable internet, quiet workspace, ability to work US Eastern business hours (8 AM – 5 PM ET with a lunch break)

Nice to have:
Experience supporting executives who travel frequently or have public profiles
Familiarity with American Airlines AAdvantage / oneworld programs
Familiarity with managing personal and business calendars in parallel
Background in media, journalism, or professional services

What success looks like
The CEO's calendar is accurate, protective of focus time, and free of scheduling conflicts
Inbox is triaged daily; nothing urgent slips; routine items are handled or routed without the CEO needing to think about them
Travel is seamless — flights booked, hotels arranged, allergy notes communicated, itineraries delivered before each trip
The CEO walks into meetings prepared with context on attendees
Personal logistics happen quietly in the background
Action items fro ---------- etings get to the right tea ---------- mbers without the CEO having to chase

Compensation and logistics
Full-time, Philippines-based remote role
Working hours: 9:00 AM – 5:00 PM US Eastern Time, Monday–Friday
Compensation: $800/month USD (based on experience)
Paid time off and Philippine holidays observed
Reports directly to the CEO

How to apply
Send your application to ----------
Subject line: Field Nine EA — [Your Name]
Applications without the correct subject line will not be reviewed.

Include the following in your email:
Resume or LinkedIn profile
A short cover letter (no more than 300 words) describing your experience supporting an executive and what you find rewarding about EA work
An example of a complex travel itinerary you have planned (you can describe it in writing — no need for documents)
Your earliest start date

Shortlisted candidates will complete a paid trial task that includes calendar coordination, drafting an email on behalf of the CEO, and planning a sample travel itinerary.