Executive & Personal Assistant

Role Overview We are seeking a tech-forward Executive & Personal Assistant to support the CEO across a portfolio of three companies (digital marketing and healthcare) and personal logistics. This role demands an ownership mindset, multi-entity prioritization, and rigorous follow-through. You will leverage modern productivity tools, including agentic AI, to deliver finished, high-quality work and drive operational efficiency.

Job Details

• Position Title: Executive & Personal Assistant
• Reports To: Chief Executive Officer
• Primary Focus: Multi-Company Executive Admin, Goal Accountability, Operations & Personal Logistics
• Schedule: Full-Time, Central / US Pacific Hours
• Engagement Type: Independent Contractor (Ongoing, long-term)

Key Responsibilities

Goal Alignment & Meeting Operations

• Cross-Entity Goal Tracking: Set and track goals across three entities, holding department owners accountable to deadlines.
• Meeting Orchestration: Prepare agendas and briefing packs, capture action items, and manage daily task tracking until closed.
• Executive Communications: Facilitate meetings and ensure seamless information flow between the CEO, leadership, and teams.

HR, Operations & Client Overwatch

• People & HR Support: Coordinate recruiting (postings, AI screening, scheduling), run performance review cycles, and track team metrics.
• CRM Overwatch: Monitor client channels across HubSpot, monday.com, and Zendesk to ensure responsiveness and flag slipped items.
• Financial Monitoring: Track cash flow across entities, review credit card charges monthly, audit software subscriptions, and prep bonus data.
• Reporting & Content: Maintain operational dashboards, turn raw data into finished decks using Excel and AI, and assist with thought leadership.

Events & Personal Assistance

• Event Coordination: Plan remote trade shows, company functions, and client/employee entertainment (vendors, schedules, budgets).
• Personal & Executive Logistics: Manage multi-company calendars, travel itineraries, personal administrative tasks, and external VA resources.

Qualifications & Core Competencies

• Executive Support Experience: 5+ years supporting a CEO or C-suite executive managing multiple business entities.
• Excel & Data Mastery: Advanced Microsoft Excel and Google Sheets skills (formulas, lookups, pivot tables) for multi-account reporting and financial tracking.
• Agentic AI Integration: Proven experience using tools like Claude Code, Gemini, or Codex to analyze data and draft reports, with a strict habit of auditing AI outputs for accuracy.
• Technical Infrastructure: Quiet home office in the Philippines with fast internet, backup power, and backup internet for US Pacific night shifts.
• Ownership & Rigor: Proactive approach centered on taking full ownership of tasks from inception to complete resolution.
• Communication & Discretion: Strong English skills, high adaptability across business models, and strict discretion with confidential financial and personal details.

Pay: Php75,000.00 - Php150,000.00 per month

Benefits:

• Work from home

Application Question(s):

• What specific tools or daily workflows do you use to track open action items from meetings and ensure nothing gets dropped when someone misses a deadline?
• How do you handle a situation where a senior department head or goal owner continuously ignores your follow-ups on an overdue company deliverable?
• Give an example of a messy or manual admin/operations process you inherited in a past role that you revamped, automated, or made significantly faster. What tools did you use and what was the result?

Experience:

• C-Suite Executive Assistant: 3 years (Required)

Work Location: Remote