EXECUTIVE ASSISTANT TO THE COFOUNDER

oCommerce LLC; Metro Manila; Remote; PHP 640,000 - 767,000; Full time

Benefits offered by this job

Fully remote

USD 1,000 monthly

Direct work with Kristi

Job summary

oCommerce LLC is seeking an experienced Executive Assistant based in the Philippines to support Kristi, cofounder, with Blossomdale and Villa Copa coordination. The role focuses on day-to-day administration, scheduling staff, coordinating vendors, and keeping calendars accurate while handling sensitive information discreetly.

You will learn priorities in the first month, own recurring schedules and trackers, and provide clear recommendations when decisions require Kristi input.

Qualifications

• Minimum 5 years of executive-assistant experience, including supporting a founder.
• Experience coordinating employee schedules and coverage with minimal supervision.
• Excellent written and spoken English for US-based leadership.
• Able to organize competing priorities and anticipate gaps.
• Proficient in Google Workspace, calendars, sheets, and scheduling tools.

Responsibilities

• Maintain Kristi's daily/weekly priorities for Blossomdale and Villa Copa with clear owners and deadlines.
• Prepare and maintain employee schedules using staffing needs and availability.
• Coordinate shift changes, communicate updates, and confirm understanding of schedules.
• Follow up with employees, vendors, suppliers, and partners until tasks are completed.
• Coordinate routine admin, vendor quotes/orders, and operational requests.
• Keep calendars, staff availability, and records accurate for Kristi.
• Collect timesheets and expense/invoice records; flag discrepancies.
• Resolve routine coordination issues with clear options and recommendations.
• Support Kristi's inbox, meetings, and admin requests with discretion.

Skills

EA experience

Founder support

English fluency

Scheduling coordination

Google Workspace

Remote work setup

Job description

Role Overview

Supporting Kristi with Blossomdale and Villa Copa Compensation: Approximately USD 1,000 per month. Schedule: Agreed working hours with consistent overlap with Kristi's working day and the US team. We are hiring an experienced Executive Assistant to support Kristi, cofounder of oCommerce. Your main focus will be helping her with the day-to-day coordination of Blossomdale and Villa Copa, together with employee scheduling. You will organize priorities, coordinate people and vendors, keep schedules accurate, and follow tasks through to completion. You should anticipate coverage gaps and operational problems, resolve routine issues within your authority, and bring Kristi clear recommendations when a decision needs her input. This role suits someone who enjoys practical business administration and can keep several activities moving with limited supervision.

Key Responsibilities

• Maintain Kristi's daily and weekly priorities for Blossomdale and Villa Copa, with clear task owners, deadlines, and outstanding decisions.
• Prepare and maintain employee schedules using staffing needs, employee availability, and approved leave; identify coverage gaps and conflicts early.
• Coordinate shift changes and coverage arrangements, communicate updates clearly, and confirm that affected employees understand their schedules.
• Follow up with employees, vendors, suppliers, and other partners until agreed tasks and service requests are completed.
• Coordinate routine business administration, vendor arrangements, quotes, orders, and operational requests for Blossomdale and Villa Copa.
• Keep calendars, documents, staff availability, and relevant operational records accurate and easy for Kristi to review.
• Collect timesheets and supporting expense or invoice records where needed, and flag discrepancies to the appropriate person.
• Resolve routine coordination issues within agreed authority; present material problems with the facts, available options, and a recommendation.
• Support Kristi's inbox, meetings, and other administrative requests as needed, while handling business and employee information discreetly.
• Your first 90 days - First 30 days: Learn Kristi's priorities, how Blossomdale and Villa Copa operate, relevant staff roles, scheduling needs, and approval boundaries.
• Days 31-60: Take ownership of recurring schedules, business trackers, vendor follow-up, and routine administration.
• Days 61-90: Demonstrate reliable coverage coordination, accurate records, and consistent completion of tasks with fewer reminders from Kristi.

Qualifications & Skills

• At least 5 years of relevant executive-assistant experience, including at least 2 years directly supporting a founder, business owner, or senior executive.
• Hands-on experience coordinating employee schedules, availability, coverage, or similar operational administration.
• Excellent written and spoken English for communicating with employees, vendors, and US-based leadership.
• Demonstrated ability to organize competing operational priorities, anticipate gaps, and complete tasks with limited supervision.
• Strong working skills in Google Workspace, calendars, spreadsheets, and project-management or scheduling tools.
• A reliable computer, internet connection, quiet call environment, and practical backup arrangements for interruptions.
• Preferred experience: Experience supporting small businesses, coordinating on-site teams remotely, and handling vendor or service arrangements is an advantage.

What we're looking for

• You keep track of the details that help a business run reliably and follow up until people have completed what they committed to.
• You are discreet and dependable, communicate schedule changes clearly, and bring practical options when something goes wrong.

What we offer

• A fully remote, full-time role for someone based in the Philippines.
• Approximately USD 1,000 per month, with final compensation and working hours agreed during hiring.
• Direct work with Kristi, with practical responsibility for coordinating Blossomdale, Villa Copa, and employee schedules.

Our hiring process

• Application review, including your resume, video introduction, and written responses.
• A conversation about your executive-support experience, business coordination, employee scheduling, judgment, and availability.
• A short scheduling, prioritization, and correspondence exercise, with the scope and expected time shared in advance.
• Final conversation with Kristi and reference checks before an offer.