Senior Executive Assistant

Assist World; Philippines; On-site; PHP 823,109 - 1,097,479; Full time

Job summary

Assist World is seeking a highly organized Senior Executive Assistant to support the principal of a private family office, blending executive tasks with operations and research. This role requires proactive problem-solving, discretion, and the ability to manage complex calendars, travel, and vendor relationships.

The successful candidate will work across business and personal affairs in a fast-paced, entrepreneurial setting.

Qualifications

• Senior Executive Assistant experience with founders/CEOs or entrepreneurs.
• Experience in family office administration or private wealth settings.
• Strong research, project management, and vendor sourcing skills.

Responsibilities

• Manage principal's calendar, priorities, and daily workflow.
• Coordinate meetings, travel, and reminders.
• Conduct due diligence and research for investments.
• Source suppliers and evaluate service providers.
• Support family office operations and documentation.
• Oversee multiple projects with stakeholders.
• Provide personal assistance and discreet support.

Skills

Executive administration

Project coordination

Research and analysis

Vendor sourcing and management

Calendar and inbox management

Travel coordination

Written and verbal communication

Time management

Critical thinking and problem-solving

Microsoft Office and Google Workspace

CRM and productivity platforms

Tools

CRM platforms

Microsoft Office

Google Workspace

Job description

About the Role

We are seeking a highly organized, proactive, and resourceful Senior Executive Assistant to support the principal of a private family office. This is a high-impact role that combines executive assistance, operations, research, project coordination, and personal assistance, requiring someone who thrives in a fast‑paced, entrepreneurial environment.

The ideal candidate is exceptionally detail-oriented, highly responsive, and naturally curious, with the ability to anticipate needs before they arise. You'll serve as a trusted right hand, ensuring both business and personal priorities run seamlessly while allowing the principal to focus on strategic decision‑making.

This is not a traditional Executive Assistant position. We're looking for someone who enjoys solving complex problems, taking ownership, and finding creative solutions while managing a wide variety of responsibilities across both business and personal affairs.

Key Responsibilities

Executive Support

• Manage the principal's calendar, priorities, and daily workflow.
• Coordinate meetings, appointments, and travel arrangements.
• Monitor schedules and proactively remind the principal of upcoming commitments.
• Prepare meeting summaries, action items, and follow‑up communications.
• Screen incoming requests and prioritize urgent matters.
• Act as the primary point of coordination for day‑to‑day executive support.

Research & Decision Support

• Carry out due diligence and information gathering for business initiatives and investments.
• Solve problems independently by identifying the best available solutions.
• Conduct thorough research on vendors, products, services, and business opportunities.
• Source and compare suppliers, contractors, and specialist service providers.
• Present concise recommendations with pricing, timelines, pros and cons to enable informed decision‑making.

Family Office & Operational Support

• Provide operational support across the family office.
• Coordinate documentation, contracts, and administrative processes.
• Assist with opening financial and trading accounts, ensuring paperwork is completed accurately.
• Maintain organized records and confidential documentation.
• Support operational projects from planning through execution.

Project Management

• Manage multiple projects simultaneously while keeping stakeholders informed.
• Coordinate with vendors, consultants, and external service providers.
• Track deadlines and ensure projects progress on schedule.
• Source highly specialized service providers when required.

Personal Assistance

• Coordinate travel, dining reservations, appointments, and lifestyle requests.
• Research and secure difficult‑to‑obtain reservations, services, or experiences.
• Handle personal errands and administrative tasks with professionalism and discretion.
• Anticipate personal needs and proactively provide solutions.

Market & Trading Support

• Monitor pre‑defined market alerts and notify the principal immediately when action may be required.
• Follow established procedures regarding trading thresholds and priority notifications.
• Escalate urgent matters until they receive a response.
• Support administrative requirements related to investment activities.

Ideal Candidate Profile

• Resourceful, independent, and naturally curious.
• An excellent researcher who enjoys solving problems.
• Calm under pressure with strong judgment.
• Patient, adaptable, and an exceptional listener.
• Comfortable supporting high‑performing entrepreneurs and executives.
• Confident making recommendations without making assumptions.
• Tech‑savvy and quick to learn new systems.
• Professional, discreet, and trustworthy with confidential information.
• Exceptionally organized with outstanding attention to detail.
• Highly proactive and able to anticipate needs before being asked.
• Comfortable managing multiple priorities in a fast‑paced environment.

Preferred Experience

• Senior Executive Assistant supporting founders, CEOs, or entrepreneurs.
• Family office administration.
• Private wealth or investment firms.
• Financial services or capital markets.
• Operations or project management.
• High‑end concierge or luxury lifestyle management.

Knowledge of financial markets, investment terminology, or trading platforms is highly advantageous but not essential.

Key Skills

• Executive administration
• Project coordination
• Research and analysis
• Vendor sourcing and management
• Calendar and inbox management
• Travel coordination
• Written and verbal communication
• Time management
• Critical thinking and problem‑solving
• Microsoft Office and Google Workspace
• CRM and productivity platforms

Working Style

• Work full‑time (40 hours per week).
• Be available during the principal's working hours.
• Demonstrate flexibility to accommodate changing priorities and occasional travel schedules.
• Adapt working hours when business needs require.
• Be comfortable supporting a dynamic entrepreneur whose schedule and priorities may change quickly.

Success in This Role

• Keep the principal organized, prepared, and focused on high-value work.
• Reduce administrative burden through proactive ownership.
• Deliver accurate research and thoughtful recommendations.
• Anticipate needs before they become urgent.
• Build strong relationships with vendors and service providers.
• Handle confidential information with complete discretion.
• Solve problems creatively, efficiently, and independently.
• Create structure and organization in a fast‑moving environment.

Personal Attributes

• Proactive rather than reactive.
• Highly organized and detail-oriented.
• Resourceful and solutions-focused.
• Persistent in overcoming obstacles.
• Professional, discreet, and dependable.
• Creative and able to think outside the box.
• Comfortable working independently with minimal supervision.
• An exceptional communicator who listens carefully before acting.
• Calm, patient, adaptable, and resilient.

This role is ideal for someone who enjoys becoming an indispensable partner to a high‑performing entrepreneur. If you're energized by solving problems, managing diverse responsibilities, and creating order from complexity, you'll thrive in this position.

$1,200 - $1,600 a month