Executive Assistant to Founder

Mata Technologies; Cebu City; Remote; PHP 3,781,000 - 5,671,000; Full time

Benefits offered by this job

HMO health insurance

100% remote work

Paid training time

Job summary

Mata Services is seeking an experienced Executive Assistant to support the founder of a US-based brand strategy agency and creative community. This role goes beyond traditional administrative tasks and requires proactive, independent judgment and strong organizational skills.

You will manage calendars, emails, and multiple responsibilities, coordinate public presence, and support community activities and vendor relationships while collaborating with the current Senior Executive Assistant.

Qualifications

• 2–3+ years in an executive support role (Founder/CEO).
• Experience managing calendars, inboxes, and prioritizing requests.
• Ability to draft professional communications and maintain founder voice.

Responsibilities

• Manage founder's calendar and inbox, prioritizing requests.
• Anticipate needs, make independent decisions, and follow through on tasks.
• Support payroll, compliance, contracts, vendor relations, insurance, and account access.

Skills

Senior EA/CoS support

Time management

Written English

Discretion

Decision making

Tools

Notion

Slack

Gusto

Job description

Mata Services partners with clients in the US, Europe, and Australia to build dedicated remote teams. We are currently hiring an experienced Executive Assistant to support the founder of a US-based brand strategy agency and creative community.

This is an opportunity to work closely with a founder in a strategic, high-trust role that goes beyond traditional administrative support. We're looking for someone highly organized, proactive, and capable of exercising independent judgment, managing multiple responsibilities, and ensuring that nothing falls through the cracks.

What to Expect

In this role, you will:

• Manage the founder's calendar and inbox, prioritizing requests and protecting her time and attention

• Anticipate needs, make independent decisions, and ensure important tasks and commitments are followed through

• Support business operations, including payroll, compliance, contracts, vendor relationships, insurance, and account access

• Draft and send emails and other communications on behalf of the founder, maintaining her voice and communication style

• Coordinate the founder's public presence, including content, speaking engagements, and newsletters

• Support community activities and relationship management, including speaker relationships and conversations with high-value members and prospective members

• Assist with selected personal logistics in coordination with the founder's household support

• Collaborate with the existing senior Executive Assistant on administrative and operational responsibilities

• Build and maintain systems, processes, and documentation to ensure smooth business operations

• Proactively identify potential issues and bring important matters to the founder's attention before they become problems

What We Look For

• 2–3+ years of experience in a senior Executive Assistant, Chief of Staff, or Operations Manager role supporting a founder or executive

• Experience independently managing multiple concurrent responsibilities with minimal supervision

• Demonstrated ownership of administrative and operational processes, such as payroll, compliance, or similar systems

• Excellent written English communication skills, including the ability to draft communications on behalf of someone else

• Strong organizational and time-management skills, with the ability to prioritize competing demands

• High level of discretion and professionalism when handling sensitive financial, legal, and personal information

• Ability to exercise sound judgment and take ownership rather than simply waiting for instructions

• Process-oriented mindset, with an interest in building systems and documentation that improve business efficiency

• Responsive and flexible working style, including some evening or weekend availability when needed for events or travel

• You are comfortable working late shifts to match the U.S. founders hours (Both East Coast and West Coast depending on business needs)

Nice to Have

• Experience with Gusto or a comparable payroll and HR platform, including multi-state compliance

• Familiarity with tools such as Notion, Slack, and basic video or social media scheduling platforms

• Experience supporting a public-facing founder, creator, or executive with an active media presence

• Experience coordinating vendors, events, and related logistics

What You’ll Get (Once Placed With a Client)

• Competitive compensation package

• HMO health insurance

• 100% remote work – or work from our Cebu City office if preferred

• Paid training time and online course support

• Opportunity to work closely with a US-based founder and gain exposure to brand strategy, business operations, and community building

• Opportunity to grow into a broader strategic support role as the business evolves