Executive Assistant (Work From Home) - #35265

Manila Recruitment; Boca Raton (FL); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Manila Recruitment is helping an athlete-focused fitness equipment company hire an Executive Assistant to support the Founder with high autonomy across business, personal, and operational priorities. You will manage tasks, keep priorities on track, and drive follow-through in a calm, execution-oriented culture.

The role requires strong written English, exceptional organization, and the ability to work largely asynchronously with a minimum 3–4 hours overlap with US Eastern Time.

Qualifications

• Experience as an Executive Assistant or in administration/operations roles.
• Excellent written English communication and professional tone.
• Highly organized with strong follow-through.
• Comfortable working in ambiguity with evolving responsibilities.
• Proactive, resourceful, and able to work independently.
• Willing to support both business and household/personal tasks.
• Must have at least 3–4 hours daily overlap with US Eastern Time.

Responsibilities

• Provide high-trust, proactive support to the Founder across business, personal, and operational priorities.
• Maintain and organize open tasks, decisions, commitments, and follow-ups.
• Coordinate email capture and task-tracking with proper recording and follow-through.
• Maintain project trackers and provide visibility on progress, blockers and actions.
• Monitor AI-generated meeting notes and ensure action items are captured and assigned.
• Perform follow-ups with internal and external stakeholders.
• Support hiring pipeline coordination and tracking.
• Coordinate household services and contractors and personal planning.

Job description

An exciting opportunity for a high-autonomy Executive Assistant to support the Founder by managing communication flow, keeping priorities on track, driving follow-through, and bringing structure to the many projects and responsibilities within a growing, founder-led company.

Company Profile:

Our client is a growing, values-driven fitness equipment company focused on delivering high-quality products and building long-term customer trust.

The company operates with a lean, remote team and a calm, execution-oriented culture. There are no unnecessary layers, no bureaucracy, and no excess meetings. Decisions are context-driven, and team members are expected to exercise strong independent judgment.

This is a high-trust environment. There are no multiple stakeholders or complex corporate hierarchies - the Founder is the primary decision-maker. The right candidate must be comfortable operating in a direct, context-rich, autonomy-heavy structure.

Duties and Responsibilities:

• Provide high-trust, proactive support to the President across business, personal, and operational priorities.
• Maintain and organize the President’s open tasks, decisions, commitments, and follow-ups to ensure nothing falls through the cracks.
• Manage the email capture and task-tracking system, ensuring relevant requests and action items are properly recorded and followed through.
• Maintain project trackers and provide visibility on progress, pending actions, and blockers.
• Monitor AI-generated meeting notes and ensure action items are captured, assigned, and followed up on.
• Conduct timely, rule-based follow-ups with internal and external stakeholders, including following up with the President when he is the blocker.
• Provide administrative support for the hiring pipeline, including coordination, tracking, and follow-ups.
• Coordinate recurring household services and contractors, including scheduling and follow-ups for pool, lawn, pest control, A/C, and other household needs.
• Assist with vacation, house-sitting, and other personal planning and coordination.
• Help develop and maintain a structured household operating system, including schedules, routines, and processes.
• Take ownership of projects and new responsibilities as they arise, even when they are outside the candidate’s previous experience.
• Research, organize, coordinate, and help execute new initiatives based on the desired outcome.
• Identify gaps, blockers, or items requiring attention and proactively take the appropriate next steps.
• Use AI and technology as part of day-to-day workflows to improve efficiency, organization, research, documentation, and execution.
• Learn and adapt to new internal systems, project management tools, and AI-enabled workflows as the company evolves.
• Maintain clear written communication and provide timely updates while working primarily in an asynchronous environment.
• Exercise sound judgment and discretion when handling business and personal information.
• Gradually take on greater autonomy and decision-making authority as trust is established.

Qualifications

• Previous Executive Assistant experience is highly preferred. Candidates with relevant experience in administration, operations, e-commerce, logistics, project coordination, BPO, or other fast-paced environments are welcome to apply.
• Strong written English communication skills and the ability to communicate clearly and professionally.
• Highly organized with strong attention to detail and excellent follow-through.
• Comfortable working with ambiguity, changing priorities, and an evolving scope of responsibilities.
• Proactive and resourceful, with the ability to figure things out independently rather than waiting for step-by-step instructions.
• Naturally curious and willing to learn new processes, systems, and tasks.
• Comfortable taking on responsibilities outside of previous experience and asking thoughtful questions when clarification is needed.
• Demonstrated ability to manage multiple priorities, track deadlines and coordinate with different stakeholders.
• Comfortable working with AI as part of regular workflows, ideally using AI beyond occasional questions or basic prompts.
• Comfortable working in a primarily asynchronous, high-trust environment with limited day-to-day supervision.
• Strong judgment, discretion, ownership, and accountability.
• Willing and comfortable to support both business and household/personal responsibilities as part of a full-time role.
• Able to work with a minimum of 3-4 hours of daily overlap with US Eastern Time (ET).

Advantageous but not required:

• No specific educational attainment is required; a college degree is a plus but not a hard requirement.
• US work experience is preferred but not required; candidates who can understand and adapt to the client’s working style and cultural expectations are welcome.
• Household management experience is not required; willingness and openness to handling household-related coordination are essential.
• No specific AI, project management, or software experience is required; training will be provided and the ability to learn new tools is more important.

Job Type:Contract

Employment Type:Full-time

Schedule:Monday - Friday, Working Hours: Minimum of 3-4 hours of daily overlap with ET business hours is required

Example:

4:00 AM-12:00 PM ET (4:00 PM-12:00 AM PHT)

or 2:00 PM-10:00 PM ET (2:00 AM-10:00 AM PHT)

Location:Boca Raton, Florida (Remote)

Industry:Sporting Goods