Executive Assistant to the Co-Founders - 055

Position: Executive Assistant to the Co-Founders
Working Hours and Conditions: Mondays to Fridays; 10:00am – 6:00pm New Zealand Time (with flexibility as required); Full-time Remote
Salary Range: PHP 70,000 - PHP 110,000/month
Holidays: New Zealand Holidays

OVERVIEW

The Executive Assistant will provide high-level executive, operational, and property-related support to the Co-Founders of the company from an offshore location.

This role is a EA position, equivalent in responsibility and trust to an on-site Executive Assistant, but designed for remote execution with strong digital discipline. The role supports a complex, multi-entity group operating across Australia and New Zealand, with a strong focus on property, finance, and investment activities.

RESPONSIBILITIES

Executive & Operational Support

• Act as a trusted Executive Assistant and gatekeeper for the Co-Founders’ time and priorities
• Proactively manage complex calendars across time zones
• Coordinate meetings with banks, lawyers, accountants, consultants, and senior executives
• Prepare agendas, meeting briefs, summaries, and action trackers
• Draft and manage executive correspondence and internal communications

Property Systems & Document Management

• Provide administrative and coordination support using Re-Leased (Released) property management software
• Assist with maintaining accurate tenant, lease, and property records in Re-Leased
• Upload, organise, and manage lease documents, notices, and property correspondence
• Maintain structured and audit-ready property filing systems across:
• Re-Leased
• SharePoint / OneDrive / Google Drive
• Support preparation of property reports and data collation
• Assist with arrears follow-up tracking and documentation (administrative support only)

Strategic & Remote Execution Support

• Prepare first drafts of board papers, internal reports, and presentations
• Track follow-ups, approvals, and deadlines across multiple entities and projects
• Support property, banking, and investment documentation workflows
• Maintain high standards of document control, versioning, and filing discipline

AI-Enabled Productivity

• Use AI tools (e.g. ChatGPT) to assist with:
• Drafting communications and documents
• Summarising reports, leases, and meeting notes
• Supporting research, planning, and execution tasks
• Contribute to continuous improvement in efficiency through digital tools and automation

Confidentiality & Stakeholder Management

• Handle commercially sensitive, legal, and strategic information with absolute confidentiality
• Maintain professional standards consistent with senior executive support
• Communicate effectively with internal and external stakeholders

QUALIFICATIONS

Required Experience & Capabilities

• Minimum 5 years’ experience as an Executive Assistant supporting founders, CEOs, or senior executives
• Proven experience working with Australia and/or New Zealand businesses
• Exposure to property, finance, investment, or professional services environments
• Prior experience with Re-Leased (Released) or similar property management systems preferred
• Demonstrated ability to operate remotely with minimal supervision
• Excellent written and spoken English

Systems & Tools

• Re-Leased (Released) – property management and document filing
• Microsoft Outlook, Teams, Word, Excel, PowerPoint
• SharePoint / OneDrive / Google Drive
• PDF editing and document management tools
• Comfortable using AI tools (e.g. ChatGPT) as part of daily work

Key Attributes for Success

• Highly organised with strong attention to detail
• Proactive, reliable, and outcome-focused
• Strong digital discipline and filing accuracy
• Calm under pressure and responsive across time zones
• Trusted with confidential executive and property matters

Performance Measures

• Co-Founders’ time is effectively protected and prioritized
• Property records and documents are accurate, complete, and audit-ready
• Meetings, reports, and follow-ups are consistently well-prepared
• Offshore execution is seamless and equivalent to on-site EA support
• AI and digital tools measurably improve execution speed and quality