Executive Assistant

We're hiring an Executive Assistant / Admin Specialist (AI-Driven Operations Partner) to serve as the operational backbone for the founding team.

You'll manage time, systems, and communication — anticipating needs before they arise, driving alignment across priorities, and enabling the founders to focus on strategy, partnerships, and growth.

This is a high-trust, high-autonomy role perfect for someone who thrives in startup environments, loves solving operational challenges, and is excited by the chance to scale with the company into a Chief-of-Staff–level position.

• Maximize founder leverage by managing time, tasks, and communication with precision.
• Build and maintain operational systems that enhance clarity and efficiency.
• Act as a communication hub — ensuring updates, deliverables, and follow-ups never slip.
• Drive accountability through structure, tools, and proactive problem-solving.
• Evolve operational workflows through automation and continuous improvement.

Founder Support & Communication – 35%

• Maintain founder inboxes and calendars (aim for inbox zero).
• Draft, proof, and send professional internal/external communications.
• Prepare meeting briefs and follow-ups, ensuring founders are always context-ready.
• Manage task lists and close 90%+ of delegated items within 48 hours.

Operational Systems & Workflow Management – 30%

• Maintain dashboards and documentation in Asana, Notion, and internal tools.
• Create and update SOPs to improve consistency and efficiency.
• Build structure around recurring workflows through automation and process mapping.
• Monitor task completion, reducing recurring errors or missed deadlines.

Recruiting & Strategic Coordination – 20%

• Coordinate hiring pipelines and outreach for U.S.-based roles.
• Research, screen, and communicate with potential talent and vendors.
• Support partner development, scheduling, and coordination for business initiatives.

Documentation & Strategic Projects – 15%

• Manage internal communications such as weekly team updates and investor notes.
• Research new tools and AI automations to improve operational speed and accuracy.
• Identify potential issues early and propose proactive solutions.

• Inbox and calendar accuracy maintained at 100%.
• 90% of delegated tasks completed within 48 hours.
• Zero recurring workflow errors or missed deadlines.
• Two to three new SOPs created or improved each month.
• Meeting briefs always prepared ahead of key discussions.
• Anticipates 80% of potential issues before escalation.

Must-Have (Required):

• 3+ years of experience as an Executive Assistant, Admin Specialist, or Operations Partner.
• Strong written and verbal communication skills in English.
• Proven ability to manage calendars, inboxes, and founder-level communication.
• Tech-savvy and resourceful — skilled in Notion, Asana, Google Workspace, Slack, and automation tools (Zapier, AI assistants).
• Exceptional attention to detail, organization, and time management.
• Proactive mindset with strong ownership and discretion in handling confidential information.
• Prior experience working directly with CEOs, founders, or startup leadership.
• Bachelor's degree preferred.

Nice-to-Have (Preferred):

• Background in healthcare, startups, or project management.
• Experience building SOPs or internal systems.
• Exposure to AI tools for automation and productivity.
• Familiarity with analytics, reporting, or data-driven decision support.

Required:

• Notion
• Asana
• Google Workspace (Docs, Sheets, Drive, Calendar)
• Slack
• Zapier

Preferred:

• Airtable
• ChatGPT / AI Assistants
• LinkedIn / CRM systems
• Loom

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere

• Career Growth: Path to Chief-of-Staff within 2-3 years
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide