Executive Assistant

About The Company

Our client is an entrepreneurial founder building a venture-house-style organization spanning multiple operating companies and offshore investments. The founder operates across several concurrent business lines, investments, and strategic initiatives, requiring a high-trust Executive Assistant who can bring structure, speed, and clarity to an otherwise fast-moving and complex environment. This is a lean, high-performance setup where execution matters more than process. The EA will play a critical role in enabling the founder to stay focused on high-value decision-making by removing operational friction and managing day-to-day execution across both business and personal domains. This role is not administrative in the traditional sense—it is a high-ownership execution role designed to protect the founder’s time, attention, and decision quality.

About The Role

We are seeking a highly capable Executive Assistant to act as a trusted right-hand operator to the founder. The EA will be responsible for ensuring that tasks are executed quickly, correctly, and independently—often with incomplete information and shifting priorities. The role requires strong judgment, initiative, and the ability to operate without hand-holding. This is a high-trust, high-autonomy role where success is defined by outcomes, not activity. The EA will be expected to anticipate needs, remove bottlenecks, and ensure nothing falls through the cracks. The founder operates at a fast pace, communicates directly, and expects strong execution standards. The ideal candidate is calm under pressure, resilient to direct feedback, and focused on solving problems rather than escalating them.

Core Responsibilities

• Executive Protection & Gatekeeping: Triage and manage inbound communication (email, messaging, calendar requests), filter noise, prevent non-essential items from reaching the founder, maintain clear escalation rules, and protect the founder’s time, focus, and energy from low-value demands. Coordinate and manage internal/external communication flow.
• Calendar, Inbox & Priority Management: Own full calendar management including scheduling, rescheduling, and prioritization. Ensure meetings are intentional, relevant, and properly prepared. Manage inbox triage, categorization, and response drafting. Track action items and ensure follow-through. Remove scheduling conflicts and enforce time protection principles.
• Travel & Logistics (End-to-End Ownership): Plan and book domestic and international travel (flights, hotels, transport). Manage complex itineraries across multiple time zones. Handle visa coordination, documentation, and travel requirements. Resolve travel disruptions quickly and independently. Ensure all travel is efficient, cost-conscious, and friction-free.
• Personal & Operational Support: Manage personal errands, appointments, and administrative tasks. Coordinate household or property-related vendors and maintenance. Source, vet, and manage external suppliers and contractors. Obtain quotes, compare options, and execute decisions. Support ad-hoc personal projects.
• Execution & Follow-Through System: Convert loose task lists into structured execution plans (owner, next step, deadline). Track all outstanding actions across business and personal domains. Follow up relentlessly with external stakeholders until completion. Maintain a “done / pending / waiting-on” system for full visibility. Ensure accountability across vendors, partners, and service providers.
• Financial & Operational Administration: Support basic expense tracking and reconciliation. Organize receipts, reimbursements, and documentation. Assist COO with operational coordination. Help track recurring obligations and administrative cycles.
• Systems & Operating Rhythm: Maintain a simple but disciplined operating system (e.g., Notion) for daily priorities, follow-up tracking, key dates, travel logs, recurring tasks, and documented task history. Support weekly founder preparation by ensuring inputs are gathered, decisions are clearly framed, and open loops are tracked.
• Context & Relationship Management (Optional but Valuable): Maintain lightweight memory of key relationships and stakeholders, track prior interactions, preferences, and sensitivities. Help prevent duplicated outreach or miscommunication. Support continuity across conversations and projects.

Requirements

• Prior experience as an Executive Assistant to a founder, CEO, or senior executive.
• Strong ability to operate independently with minimal supervision.
• Excellent written and spoken English.
• High level of organization and attention to detail.
• Strong judgment and ability to prioritize under pressure.
• Comfortable managing both business and personal tasks.
• Experience handling calendars, inboxes, and complex scheduling.
• Resourceful problem solver with strong initiative.
• Ability to maintain confidentiality at all times.
• Comfortable in a fast-paced, direct communication environment.
• Emotionally resilient and able to handle direct feedback constructively.

Ideal Candidate Profile

The ideal candidate is a high-agency operator who thrives in ambiguity and execution-heavy environments. They are proactive, fast-moving, and comfortable making decisions without constant validation. They understand that their job is not to “manage tasks,” but to own outcomes and remove friction from the founder’s life and work. They are highly reliable, structured in their thinking, and able to switch between business and personal support seamlessly. This role is best suited to someone who values autonomy, accountability, and execution excellence over traditional corporate structure or process-heavy environments.

Additional Information

Priority Location: Philippines or South Africa. Working Hours: Full-time, aligned to Malaysian business hours.