Executive Assistant

XDOF; San Mateo; On-site; PHP 670,000 - 1,339,000; Full time

Job summary

XDOF is seeking an Executive Assistant to empower the CEO and senior leadership by organizing priorities, calendars, and communications. This role involves discreet handling of sensitive information and coordinating travel, meetings, and critical logistics.

You will use AI tools to streamline routine tasks, support company planning, and help leadership run meetings and events. A fast-paced, high-agency environment awaits. Mandarin fluency is required.

Qualifications

• Experience supporting senior executives, founders, or leadership teams.
• High agency: ownership, anticipation, and follow-through.
• Excellent judgment and confidentiality in sensitive information.
• Clear, concise communication across functions and levels.
• Fluency in Mandarin is required.

Responsibilities

• Manage CEO calendars, emails, Slack, and information flow.
• Coordinate communications, travel, and logistics with discretion.
• Prepare meetings, capture decisions, and drive follow-through.
• Leverage AI and lightweight systems to speed up executives' work.
• Support planning, leadership meetings, events, and onboarding as needed.

Skills

Executive support

Calendar management

Communication

Discretion

Mandarin fluency

Tools

Slack

Email

Scheduling software

Job description

Job Description

About XDOF

XDOF builds the data and operational infrastructure behind the next generation of robotics and AI. We help frontier labs and the entire robotics echo system develop general-purpose robots through scalable data collection, software, hardware, and operations.

The Role

We’re looking for a high-agency Executive Assistant to increase the effectiveness of XDOF’s executive team. You will operate as an extension of the executive team, protecting attention, prioritizing information flow, and bringing structure to ambiguity.

What You’ll Own

• Manage executive priorities (of the CEO, and occasionally the CTO and COO), calendars, emails, slack, and information flow, using judgment to keep attention on the highest-leverage work
• Coordinate communications, travel, critical logistics, and other administrative or occasional personal logistics with discretion and care.
• Prepare meetings, capture decisions, and drive follow-through across owners and deadlines.
• Use AI, automation, and lightweight systems to make the executive team faster and recurring work more reliable.
• Support company planning, marketing, leadership meetings, offsites, events, recruiting, and onboarding as needed.

What Sets You Apart

• Experience supporting senior executives, founders, or leadership teams in a fast-paced environment.
• High agency: you take ownership, anticipate needs, and close loops.
• Excellent judgment: you know what matters, what can wait, and what must remain confidential.
• Crisp communication: you build trust across functions, seniority levels, and cultures.
• Fluency in Mandarin.
• Comfort with AI tools and a genuine interest in robotics, technology and improving how teams operate.

Why This Role

You’ll work closely with XDOF’s leaders on the company’s highest-priority problems, with unusual visibility and room to shape how the executive team operates as XDOF grows. You’ll help build and optimize the company advancing the future of robotics and physical AI.