Executive Assistant

XDOF; San Mateo; On-site; PHP 446,000 - 781,000; Full time

Job summary

XDOF is seeking an executive assistant in the Philippines to support the CEO and leadership team by filtering information, prioritizing tasks, and maintaining structured workflows. You will help manage calendars, emails, travel, and logistics while using AI tools to accelerate recurring work.

The role involves coordinating planning, meetings, and onboarding to help XDOF scale its robotics and AI initiatives.

Qualifications

• Experience supporting senior executives in a fast-paced environment.
• Ability to take ownership, anticipate needs and close loops.
• Excellent judgment with confidentiality and discretion.
• Clear communication across functions and levels.
• Fluency in Mandarin is required.
• Comfort with AI, automation, and robotics-related tech.

Responsibilities

• Manage executive priorities, calendars, emails, Slack, and information flow with sound judgment.
• Coordinate communications, travel, logistics, and related arrangements with discretion.
• Prepare meetings, capture decisions, and drive follow-through across owners.
• Leverage AI tools and lightweight systems to improve executive throughput.
• Support planning, meetings, offsites, events, recruiting, and onboarding as needed.

Skills

Executive support

High agency

Judgment

Communication

Mandarin fluency

AI tools

Tools

AI tools

Automation tools

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.