Executive Assistant

Plutus Media; Philippines; On-site; PHP 480,000 - 600,000; Full time

Job summary

Plutus Media is seeking an exceptional Executive Assistant to work directly with the Founder and own the administrative, logistical, and organisational work surrounding his day-to-day.

This role is not a traditional VA role; you will become a trusted partner who learns how the Founder operates, exercises sound judgment, and anticipates needs, turning voice notes and instructions into clear actions, documents, and workflows using AI tools.

Qualifications

• Executive assistant experience, ideally supporting a Founder or senior executive.
• Exceptional organisational skills and reliability.
• Excellent written and spoken English.
• A proactive approach - you naturally identify what needs to happen rather than waiting for the next instruction.
• Strong judgement and confidence making appropriate decisions independently.
• High attention to detail and strong follow-through.
• Comfortable receiving incomplete or unstructured instructions and turning them into organised actions.
• Strong research and problem-solving skills.
• Tech-native and comfortable working across tools such as ChatGPT, Claude, Notion, Google Workspace, Miro, and similar platforms.
• Comfortable adopting AI tools and automations to improve workflows; technical expertise is not required.
• High level of discretion and trustworthiness when handling confidential information.

Responsibilities

• Manage and organise the Founder's inbox, filtering noise, prioritising important correspondence, and handling straightforward matters where appropriate
• Own calendar management, including scheduling, rescheduling, and coordinating meetings
• Follow up with internal and external stakeholders and ensure conversations, commitments, meetings, and actions don't fall through the cracks
• Research, coordinate, and book travel, including flights, accommodation, and transportation
• Collect and organise invoices and receipts for business and personal expenses, verify billing information, and coordinate with the relevant finance contacts
• Liaise with internal teams, accountants, vendors, service providers, and other relevant contacts on the Founder's behalf
• Handle general personal administration, logistics, bookings, and coordination
• Conduct research and comparisons, distilling information into clear findings and recommendations
• Turn voice notes, ideas, and unstructured instructions into organised documents, Notion pages, Miro boards, action plans, and checklists
• Translate instructions received throughout the day into clear actions and follow through on execution
• Use AI tools extensively to improve the speed and quality of day-to-day work
• Identify repetitive administrative tasks that can be streamlined or automated
• Maintain appropriate confidentiality when handling sensitive personal, financial, and business information
• Over time, proactively manage priorities, anticipate requirements, and protect the Founder's time

Skills

Organisational skills

Reliability

Proactive

Decision making

Attention to detail

Discretion

English proficiency

Problem-solving

Research skills

Tech-savviness

Tools

ChatGPT

Claude

Notion

Google Workspace

Miro

Job description

About the Role

We’re looking for an exceptional Executive Assistant to work directly with our Founder and take ownership of the administrative, logistical, and organisational work surrounding his day-to-day.

This is not a traditional Virtual Assistant or task-based role. We’re looking for someone who can develop into a highly trusted partner: someone who learns how the Founder operates, exercises good judgement, and increasingly anticipates what needs to happen without requiring constant direction.

Initially, you'll take ownership of areas such as inbox and calendar management, travel, follow-ups, research, documentation, and personal and business administration. Over time, the goal is for you to proactively protect the Founder's time, identify what requires attention, and handle matters independently wherever appropriate.

What You'll Be Doing

• Manage and organise the Founder's inbox, filtering noise, prioritising important correspondence, and handling straightforward matters where appropriate
• Own calendar management, including scheduling, rescheduling, and coordinating meetings
• Follow up with internal and external stakeholders and ensure conversations, commitments, meetings, and actions don't fall through the cracks
• Research, coordinate, and book travel, including flights, accommodation, and transportation
• Collect and organise invoices and receipts for business and personal expenses, verify billing information, and coordinate with the relevant finance contacts
• Liaise with internal teams, accountants, vendors, service providers, and other relevant contacts on the Founder's behalf
• Handle general personal administration, logistics, bookings, and coordination
• Conduct research and comparisons, distilling information into clear findings and recommendations
• Turn voice notes, ideas, and unstructured instructions into organised documents, Notion pages, Miro boards, action plans, and checklists
• Translate instructions received throughout the day into clear actions and follow through on execution
• Use AI tools extensively to improve the speed and quality of day-to-day work
• Identify repetitive administrative tasks that can be streamlined or automated
• Maintain appropriate confidentiality when handling sensitive personal, financial, and business information
• Over time, proactively manage priorities, anticipate requirements, and protect the Founder's time

What We're Looking For

• Previous Executive Assistant experience, ideally supporting a Founder, CEO, or senior executive
• Exceptional organisational skills and reliability
• Excellent written and spoken English
• A proactive approach - you naturally identify what needs to happen rather than waiting for the next instruction
• Strong judgement and confidence making appropriate decisions independently
• High attention to detail and strong follow-through
• Comfortable receiving incomplete or unstructured instructions and turning them into organised actions
• Strong research and problem-solving skills
• Tech-native and comfortable working across tools such as ChatGPT, Claude, Notion, Google Workspace, Miro, and similar platforms
• Comfortable adopting AI tools and automations to improve workflows; technical expertise is not required
• High level of discretion and trustworthiness when handling confidential information

The Kind of Person Who Will Thrive in This Role

You don't just complete a task and move on. You think about what comes next.

• If you're asked to organise a trip, you don't just book the flight — you consider the hotel, transport, calendar implications, receipts, and anything else that needs to happen around it.
• If you're given a messy five-minute voice note, you can turn it into an organised set of actions without needing every detail explained.
• And if something important is at risk of being forgotten, you're comfortable following up and making sure it gets done.

The goal is simple: over time, you should know how the Founder operates well enough to anticipate and handle things before he needs to ask.