Part-Time Executive Assistant & Project Coordinator

Location: Philippines – Remote

Hours: Approximately 10 hours per week to start
Pay: $7–$8 USD/hour, depending on experience
Schedule: Monday–Friday with flexibility throughout Philippine business hours
Position: Independent Contractor

About the Role

We are looking for a highly capable, organized, and resourceful Executive Assistant & Project Coordinator to support a U.S.-based business owner with a mix of business, personal, financial, and project-related responsibilities in both the United States and the Philippines.

One of the primary responsibilities will be helping coordinate a housing development project in the Philippines. The role will also include executive support, personal administration, expense tracking, financial organization, vendor coordination, travel, and general problem-solving.

This is not a traditional Virtual Assistant role where you wait for a list of tasks and simply check them off.

We need someone who can take a request, figure out what needs to happen next, coordinate the right people, follow up consistently, organize the details, and keep things moving without constant supervision.

The position will start at approximately 10 hours per week, with the potential for additional hours as the role develops and project needs increase.

Executive & Personal Assistance

Responsibilities may include:

• Managing appointments, reminders, deadlines, and follow-ups
• Booking flights, hotels, transportation, and other travel
• Organizing itineraries and travel documents
• Researching products, vendors, services, and solutions
• Making calls and sending emails on behalf of the executive
• Coordinating property, vehicle, boat, equipment, and other repairs or maintenance
• Assisting with rental properties and housing-related matters
• Obtaining and comparing quotes
• Coordinating service providers
• Tracking renewals, subscriptions, payments, and outstanding items
• Handling personal errands that can be managed remotely
• Maintaining organized digital files and important documents
• Following up until issues are actually resolved

The goal is not simply to remind someone that something needs to happen.

The goal is to help make it happen.

Financial & Expense Organization

An important part of this role will be keeping the executive's personal and business-related financial activity organized.
This is not an accounting position, but you should be comfortable working with numbers, spreadsheets, receipts, expenses, invoices, and financial records.

Responsibilities may include:

• Tracking personal and business-related expenses
• Maintaining organized expense spreadsheets and trackers
• Collecting and organizing receipts and supporting documentation
• Categorizing expenses
• Tracking reimbursements and amounts owed
• Monitoring recurring expenses, subscriptions, and payments
• Keeping records of major purchases and project-related costs
• Matching receipts and documentation to transactions when needed
• Organizing invoices, bills, statements, and financial documents
• Flagging missing receipts, duplicate charges, unusual expenses, or items needing clarification
• Preparing clear expense summaries when requested
• Coordinating with accounting or finance personnel when additional documentation is needed

We need someone who can take a messy collection of receipts, transactions, invoices, and notes and turn it into something organized and easy to understand.

Accuracy, discretion, and confidentiality are extremely important.

Housing Project Coordination

A significant part of the role will involve supporting a housing development project in the Philippines.
You do not need to be an architect, engineer, or construction expert.
You do need to be excellent at organization, research, communication, follow-up, and keeping people accountable.

Responsibilities may include:

• Maintaining project task lists and trackers
• Following up with contractors, suppliers, vendors, and service providers
• Requesting and comparing quotes
• Tracking deadlines and outstanding decisions
• Coordinating meetings, appointments, deliveries, and site-related needs
• Organizing contracts, invoices, receipts, specifications, and project documentation
• Tracking project expenses against estimates or budgets
• Following up on materials, production, construction, and delivery timelines
• Researching Philippine suppliers and service providers
• Helping coordinate permits, utilities, government requirements, or local services when needed
• Identifying delays before they become larger problems
• Researching possible solutions before escalating an issue
• Preparing short, clear project updates

Your job is to keep the day-to-day details moving so the executive can focus on larger decisions.

What We're Looking For

We are looking for someone who is:

• Extremely organized
• Resourceful
• Independent
• Persistent with follow-ups
• Comfortable making phone calls
• Confident communicating with vendors and contractors
• Excellent in written and spoken English
• Able to communicate clearly and professionally on calls and video meetings
• Detail-oriented
• Comfortable working with numbers and financial information
• Strong with spreadsheets
• Comfortable researching unfamiliar subjects
• Good at comparing quotes, pricing, and options
• Able to juggle unrelated projects without losing track of details
• Comfortable handling highly confidential personal, business, and financial information
• Able to recognize what they can solve independently and what genuinely needs to be escalated

Strong experience with Google Workspace, spreadsheets, task-management systems, document organization, expense tracking, and financial recordkeeping is preferred.

Experience That Would Be Especially Valuable

We are particularly interested in applicants with experience in:

• Executive Assistance
• Personal Assistance
• Project Coordination
• Operations
• Expense Tracking or Administrative Finance
• Property Management
• Hospitality
• Construction Coordination
• Real Estate
• Facilities Management
• Vendor or Contractor Management

Experience supporting an executive with both personal and business financial organization is a strong plus.
Hospitality experience is also valuable because this role requires someone who can coordinate vendors, properties, maintenance issues, unexpected problems, and different personalities at the same time.
What Resourcefulness Looks Like
If you are told:
“I need someone to repair a boat. Please handle it.”
We don't want your first response to be:
“Who should I call?”
We want you to research repair companies, check reviews, contact several providers, get pricing and availability, compare the options, follow up, and come back with a clear recommendation.

The same approach applies to project work.

If a supplier tells you an important delivery will be three weeks late, don't simply forward the message.
Find out why.

Determine what will be affected.

Ask whether the timeline can be improved.

Research alternatives if appropriate.

Then provide a short summary of the issue, available options, and any decision that needs to be made.

Hours & Availability

This position will start at approximately 10 hours per week, or around 2 hours per weekday.
As the role develops and project needs increase, there may be an opportunity for additional hours.
Most work can be completed during Philippine business hours so you can communicate with local vendors, suppliers, contractors, and government offices.

You must also be available for a brief early-morning check-in with the U.S.-based executive, generally around 6:00–7:00 AM Philippine time (3pm PST).

We are looking for someone who can consistently stay on top of tasks, expenses, follow-ups, and project coordination throughout the week rather than completing all hours in one block.

Compensation

$7–$8 USD per hour, depending on experience and qualifications.
There is potential for additional hours and increased responsibility based on performance and project needs.

How to Apply

Please submit all of the following:

• Your current resume
• Your answers to the written questions below
• A link to your 1–2 minute video introduction
• Your expected hourly rate in USD

Please begin your application with the words:
“I figure things out.”

Applications that are missing the resume, written responses, or video introduction may not be considered.

Written Questions

1. Tell us about your experience supporting a business owner, founder, or executive directly.
2. Describe a project you personally helped coordinate. What were you responsible for?
3. Tell us about your experience dealing with contractors, vendors, property maintenance, construction, hospitality, or service providers.
4. Tell us about a situation where your boss gave you a problem to solve without telling you how to solve it. What did you do?
5. You are told: “I need someone to repair my boat. Please handle it.” Walk us through exactly what you would do.
6. An important supplier tells you their delivery will be three weeks late. What would you do before escalating the issue?
7. Describe any experience you have organizing an executive's or business owner's expenses, receipts, bills, reimbursements, or financial records.
8. If you were given a credit card statement, a folder of receipts, and several expenses with no documentation, how would you organize and reconcile the information?
9. What system do you use to keep track of tasks, deadlines, follow-ups, and things you are waiting for other people to complete?
10. Are you comfortable making phone calls to Philippine vendors, contractors, government offices, and service providers?
11. Are you currently working for any other clients or employers? If yes, please describe your current schedule.
12. Are you consistently available approximately 2 hours per weekday and for the early-morning check-in described above?
13. What is your expected hourly rate in USD?

Video Introduction Required

Please include a link to a 1–2 minute video introduction with your application.

This does not need to be professionally produced. A simple Loom, Google Drive, or similar video is fine.

In your video, please:

• Introduce yourself
• Briefly describe your Executive Assistant or project coordination experience
• Tell us why you believe you would be a strong fit for this role
• Share one example of a problem you were asked to solve independently

Because this position involves frequent phone calls and direct communication with executives, vendors, contractors, and service providers, clear and professional spoken English is essential.

Applications without a video introduction may not be considered.

A Little More About the Right Fit

This role is a great fit for someone who genuinely enjoys making life easier for the person they support.
You don't need to know how to solve every problem on day one. What matters is that you're curious, resourceful, organized, and willing to figure things out. You should be comfortable asking questions, doing the research, making the call, following up, and staying on something until it is actually resolved.

We're looking for someone who can become a trusted right hand over time — someone who notices what needs attention, keeps the details organized, and helps prevent small things from turning into bigger problems.

The position starts part-time, but there is room for the role to grow as trust is built and responsibilities increase.

If you enjoy solving problems, keeping things organized, and being the person others can rely on to get things done, we'd love to hear from you.

We look forward to learning more about you.