Executive Assistant - AI & Business Operations

M365CONSULT; Manila; Remote; PHP 2,461,000 - 3,868,000; Full time

Benefits offered by this job

Close collaboration with CEO

Operational ownership across functions

Fully remote working arrangement

Exposure to AI-driven processes

Job summary

M365CONSULT is hiring an Executive Assistant to the CEO, fully remote. You will partner with the CEO to translate priorities into concrete actions, manage calendars, organize projects and coordinate across HR, finance, IT and marketing.

You’ll design AI-enabled workflows, maintain structured information, and ensure accuracy of AI outputs while handling sensitive data with discretion. The role offers meaningful ownership of operations in a startup environment, with collaboration across the team

Qualifications

• Experience in executive assistance, business operations or similar role with ownership.
• Strong MS 365 experience including Outlook, Teams, SharePoint, OneDrive, Excel, Word and PowerPoint.
• Ability to coordinate tasks across HR, finance, IT and marketing and recognise specialist input.
• Clear written and verbal English communication and confidentiality awareness.
• Confidence using AI tools and designing reusable AI skills for recurring tasks.

Responsibilities

• Translate the CEO's priorities into actionable plans with owners, deadlines and follow-up.
• Maintain an overview of ongoing initiatives, dependencies and delays.
• Coordinate work across the startup team, partners and providers.
• Prepare concise research, meeting briefs, comparisons and recommendations.
• Organise meetings, correspondence and schedules; capture decisions and actions.
• Support HR operations from recruitment coordination to onboarding and documentation.
• Support finance by organizing invoices, expenses and payment schedules.
• Support marketing by coordinating briefs, assets and deadlines.
• Coordinate IT requests, access, software subscriptions and tech communication.
• Improve how Microsoft 365 is used and keep docs, tasks and info structured.
• Link Microsoft tools with AI skills and repeatable workflows.
• Create, adapt and maintain AI workflows; check outputs for accuracy.
• Handle confidential matters with discretion and maintain information security.

Skills

Executive support

Project coordination

Prioritisation

Communication – English

Discretion and confidentiality

Problem solving

Adaptability

Tools

Microsoft 365 (Outlook, Teams, SharePoint, OneDrive)

Excel

Word / PowerPoint

Power Automate

Copilot Studio / AI workflows

Job description

Fully remote | Working directly with the CEO | Monthly compensation in USD

About Us

We are a startup where priorities can change quickly, processes are still developing and several important initiatives often run in parallel. We are looking for someone who enjoys this environment and can bring structure, calm and reliable execution to a busy working day. Our work spans HR, finance, IT and marketing, with AI playing a practical role in how we organise information, coordinate work and improve processes.

Job Description

As Executive Assistant to the CEO, you will be a trusted right hand who turns priorities into clear actions and follows them through to completion. You will anticipate needs, organise competing demands, coordinate people and maintain a reliable overview of what requires attention across the business.

Inbox and calendar management form part of the role, alongside broader responsibility for organising projects, improving workflows, preparing decisions and keeping commitments on track.

You should bring practical experience using AI to accomplish meaningful work. This includes creating and using reusable AI skills: structured instructions, relevant context and tools that help an AI assistant perform recurring tasks consistently. You should be comfortable adapting these workflows, checking their outputs and recognising when human judgement or specialist input is needed.

You should be comfortable with the pace, uncertainty and pressure that can come with building a startup. This means adapting when plans change, handling competing requests and maintaining sound judgement under time pressure. You will help the CEO and team set realistic priorities, make trade‑offs and identify when workload or deadlines need to be adjusted.

Key Responsibilities

• Translate the CEO's priorities into actionable plans with clear owners, deadlines and follow‑up.
• Maintain an overview of ongoing initiatives, identify dependencies and flag delays or decisions early.
• Coordinate work across the startup team, external partners and service providers.
• Prepare concise research, meeting briefs, comparisons and recommendations that support decisions.
• Organise meetings, correspondence and schedules, capturing decisions and ensuring agreed actions are completed.
• Support HR operations through recruitment coordination, onboarding, documentation and follow‑up.
• Support finance operations by organising invoices, expenses, payment schedules and information needed by accounting specialists.
• Support marketing initiatives by organising briefs, assets, deadlines and collaboration with internal and external contributors.
• Coordinate IT requests, access requirements, software subscriptions and communication with technical colleagues.
• Organise and improve how the CEO and startup team use Microsoft 365, keeping communication, documents, tasks and shared information structured and accessible.
• Connect Microsoft tools with suitable AI skills and workflows, respecting permissions and confidentiality.
• Create, adapt and maintain AI skills and repeatable workflows for research, reporting, documentation and operational coordination.
• Check AI-generated work for accuracy, relevance and completeness before it is used.
• Keep business information organised and handle confidential matters with discretion.

Required Qualifications

• Experience in executive assistance, business operations, project coordination or a comparable role involving substantial ownership.
• A working understanding of HR, finance, IT and marketing, sufficient to coordinate tasks, ask informed questions and recognise when specialist expertise is required.
• Strong practical experience with Microsoft 365, particularly Outlook, Teams, SharePoint, OneDrive, Excel, Word and PowerPoint.
• Ability to organise collaboration across these tools, including shared documents, structured information, task tracking and access coordination.
• Confidence using Excel to maintain operational overviews, reconcile information and prepare clear reports.
• Practical experience creating or configuring reusable AI skills and applying them to real work.
• Ability to explain a workflow you personally implemented, including how you checked its results and handled its limitations.
• Strong prioritisation and follow‑through, including the ability to manage several workstreams without constant reminders.
• Clear written and verbal communication in English.
• Confidence working with spreadsheets, documents, shared knowledge systems and task management tools.
• Sound judgement about confidentiality, access permissions and the information shared with AI tools.
• Willingness to take responsibility, resolve routine issues independently and escalation significant risks promptly.
• Resilience and adaptability in a startup environment, including changing priorities, incomplete information and periods of high workload.
• Ability to remain calm, communicate clearly and maintain quality under pressure.
• A practical approach to solving problems and taking ownership when established processes or clear instructions are not yet available.
• Confidence raising capacity constraints early, proposing realistic alternatives and clarifying which tasks take priority.

Especially Valuable Experience

• Working directly with a founder or supporting a small startup team.
• Improving processes that span several business functions.
• Using AI agents, tool integrations or automation platforms to reduce repetitive work.
• Hands‑on experience with Power Automate, Microsoft Copilot and Copilot Studio to build useful automations and AI assistants.
• Building reusable procedures and shared knowledge that other team members can use.
• Coordinating recruitment, financial administration, suppliers or marketing delivery.

What We Offer

• Close collaboration with the CEO and visibility across the startup.
• Meaningful ownership of operational work and process improvements.
• A broad role combining executive support, team coordination and practical AI use.
• A fully remote working arrangement.
• Monthly compensation in USD.

Remote Working Arrangement

You will work remotely and maintain clear visibility of priorities, progress and blockers. Reliable communication, organised documentation and consistent follow‑through are essential. Working hours and required availability will be agreed during the hiring process.