Executive Personal Assistant - Philippines

Executive Personal Assistant (Full-time | Remote)

About the Role

We are seeking a highly organized, proactive, and resourceful Executive Personal Assistant to provide end-to-end professional and personal support to a senior executive. This role requires exceptional judgment, communication skills, and the ability to operate in a fast-paced, dynamic environment.

The ideal candidate is a high-performing individual who thrives in a structured yet entrepreneurial setting someone who can anticipate needs, handle complexity, and execute with precision.

Apply here: https://operationsarmy.com/application

Experience & Background

• 3-7 years of experience supporting senior executives, founders, or investment professionals in high-performance environments (private equity, venture capital, consulting, or tech).
• Proven success in calendar management, travel coordination, and complex communication handling across multiple time zones.
• Demonstrated ability to maintain confidentiality and handle sensitive information with integrity.
• Background in operations, chief of staff, project management, or client service is preferred.
• Degree in business, finance, communications, or equivalent operational experience in a fast-paced environment.

• High English fluency (written and spoken) is essential.

• Ideal for a sharp and quick-thinking candidate who can multitask effectively and think several steps ahead.

Key Responsibilities

I. Professional Support

• Project Management: Support planning and execution of key initiatives. Identify priorities, track progress, and help drive projects to completion.
• Time & Calendar Management: Strategically manage the founder’s calendar, balancing meetings, travel, and preparation time to protect focus and energy.
• Gatekeeping & Communication: Serve as the first point of contact for internal and external stakeholders. Screen and prioritize requests with professionalism and sound judgment.
• Meeting Preparation: Coordinate logistics, draft agendas, and ensure the founder is fully prepped with relevant materials and clear objectives.
• Relationship Management: Maintain and strengthen relationships across investors, partners, and key stakeholders through proactive follow-ups and communication.
• HR Support: Manage and update employee data; support reporting, compliance tracking, and HR-related projects.
• Travel & Finance: Coordinate all domestic and international travel, including flights, accommodations, and itineraries. Manage business expenses, reimbursements, and reconciliations.
• Content & Brand Building: Draft LinkedIn posts, newsletters, and follow-up messages that reflect the founder’s brand and voice.
• Event & Offsite Planning: Plan and execute investor dinners, founder salons, retreats, and board meetings end-to-end from guest list curation to logistics and post-event follow-up.

II. Personal Support

• Complex Personal Tasks: Manage personal projects such as home or apartment searches and vendor coordination (brokers, contractors, etc.).
• Life Management: Schedule dinner reservations, personal travel, family logistics, and special events with care and discretion.
• Errands & Purchases: Oversee gift buying, shipping, and event preparation for personal and professional occasions.
• Seasonal & Gifting Calendars: Maintain a proactive gifting calendar for family, investors, LPs, and professional relationships.
• VIP Entertainment & Reservations: Secure high-demand dining and entertainment bookings.
• Home Services Coordination: Organize maintenance, repairs, and vendor visits to ensure smooth household operations.
• Personal Finance & Administration: Track bills, manage reimbursements, and coordinate with accountants and legal advisors on personal filings and documentation.
• Health & Wellness: Schedule medical, fitness, and wellness appointments; handle insurance claims and other health-related logistics.

Core Skills & Attributes

• Exceptional organization and time management skills.

• Strong written and verbal communication.

• High discretion and trustworthiness.

• Tech-savvy; comfortable with productivity and communication tools (e.g., Google Workspace, Slack, Notion, Zoom, expense apps).
• Anticipatory mindset able to predict needs and resolve issues before they arise.

• Calm under pressure, with a “no task too small” attitude.

• Professional, polished, and dependable.