Founder's Trusted Executive Assistant

Plutus Media; Philippines; On-site; PHP 480,000 - 600,000; Full time

Job summary

Plutus Media is seeking an exceptional Executive Assistant to work directly with the Founder and own the administrative, logistical, and organisational work surrounding his day-to-day.

This role is not a traditional VA role; you will become a trusted partner who learns how the Founder operates, exercises sound judgment, and anticipates needs, turning voice notes and instructions into clear actions, documents, and workflows using AI tools.

Qualifications

• Executive assistant experience, ideally supporting a Founder or senior executive.
• Exceptional organisational skills and reliability.
• Excellent written and spoken English.
• A proactive approach - you naturally identify what needs to happen rather than waiting for the next instruction.
• Strong judgement and confidence making appropriate decisions independently.
• High attention to detail and strong follow-through.
• Comfortable receiving incomplete or unstructured instructions and turning them into organised actions.
• Strong research and problem-solving skills.
• Tech-native and comfortable working across tools such as ChatGPT, Claude, Notion, Google Workspace, Miro, and similar platforms.
• Comfortable adopting AI tools and automations to improve workflows; technical expertise is not required.
• High level of discretion and trustworthiness when handling confidential information.

Responsibilities

• Manage and organise the Founder's inbox, filtering noise, prioritising important correspondence, and handling straightforward matters where appropriate
• Own calendar management, including scheduling, rescheduling, and coordinating meetings
• Follow up with internal and external stakeholders and ensure conversations, commitments, meetings, and actions don't fall through the cracks
• Research, coordinate, and book travel, including flights, accommodation, and transportation
• Collect and organise invoices and receipts for business and personal expenses, verify billing information, and coordinate with the relevant finance contacts
• Liaise with internal teams, accountants, vendors, service providers, and other relevant contacts on the Founder's behalf
• Handle general personal administration, logistics, bookings, and coordination
• Conduct research and comparisons, distilling information into clear findings and recommendations
• Turn voice notes, ideas, and unstructured instructions into organised documents, Notion pages, Miro boards, action plans, and checklists
• Translate instructions received throughout the day into clear actions and follow through on execution
• Use AI tools extensively to improve the speed and quality of day-to-day work
• Identify repetitive administrative tasks that can be streamlined or automated
• Maintain appropriate confidentiality when handling sensitive personal, financial, and business information
• Over time, proactively manage priorities, anticipate requirements, and protect the Founder's time

Skills

Organisational skills

Reliability

Proactive

Decision making

Attention to detail

Discretion

English proficiency

Problem-solving

Research skills

Tech-savviness

Tools

ChatGPT

Claude

Notion

Google Workspace

Miro

Job description

Plutus Media is seeking an exceptional Executive Assistant to work directly with the Founder and own the administrative, logistical, and organisational work surrounding his day-to-day.

This role is not a traditional VA role; you will become a trusted partner who learns how the Founder operates, exercises sound judgment, and anticipates needs, turning voice notes and instructions into clear actions, documents, and workflows using AI tools.