Executive Assistant – Philippines - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $15.00 / hour

Description

About the ClientA U.S.-based, founder-led capital and venture studio builds and scales multiple brands across consumer and tech categories. The team operates at high velocity and values proactive partnership, sound judgment under ambiguity, and closed-loop communication. They are AI-forward, Slack-first, and use Google Workspace and lightweight PM tools to keep a complex, multi-company portfolio moving.
Why does this role exist?
The CEO needs an Executive Assistant who can anticipate, decide, and execute across a complex portfolio—amplifying founder leverage, eliminating drag, and creating calm, reliable operating rhythms. This role exists to own time, information, and communication flows during U.S. PST hours, while proactively reducing low-value work and surfacing high-impact opportunities. The EA will act as a trusted proxy who uses AI daily to research, synthesize, and prepare decisions so the founder can move faster with fewer inputs.

The Impact you’ll make

Founder leverage and operating rhythm

• Own calendar, inbox, time-blocking, and prioritization across companies and personal matters
• Deliver concise end-of-day summaries (completed, pending, blockers/needs) and maintain closed-loop communication
• Anticipate conflicts, surface tradeoffs, and create weekly cadences that reduce decision fatigue

Meetings and communications orchestration

• Schedule, confirm, and prepare meetings with clear agendas, briefs, and pre-reads; ensure follow-ups and action items are captured and closed
• Act as proxy in Slack, Gmail, Calendar, Asana, and HubSpot to keep commitments moving without the founder’s intervention
• Maintain signal-to-noise in communications; proactively filter, draft, and respond where appropriate

Research, synthesis, and decision prep (AI-forward)

• Use AI daily to conduct market/partner/hiring research and summarize financial/newsletter content into one-pagers and executive briefs
• Build option sets and recommendation memos with pros/cons and next-step proposals
• Maintain a knowledge base of insights, templates, and repeatable processes

Hiring and talent support

• Review resumes, coordinate interviews, manage candidate communications, and maintain a clean pipeline
• Conduct preliminary screens; use AI to structure interview guides and summaries
• Produce clear recommendation packets with calibrated assessments and next-step plans

Travel and personal logistics

• Book domestic/international travel, hotels, and on-the-ground logistics
• Make personal phone calls (e.g., to clinics/doctors) and manage personal scheduling discreetly
• Ensure smooth end-to-end execution and contingency plans

Skills, Knowledge and Expertise

Required:

• Proven Executive Assistant experience supporting U.S.-based founders/C-suite (ideally 5–8+ years; fewer years acceptable with clear evidence of senior judgment)
• Documented success operating in U.S. PST hours, with rapid responsiveness and high throughput
• Practical, daily AI fluency (research, synthesis, drafting, prioritization, decision support)
• Demonstrated judgment under ambiguity and proactive, closed-loop communication
• South Africa-based with exceptional written and spoken English
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Technical: Google Workspace (Gmail, Calendar, Docs, Sheets), Slack, iMessage, WhatsApp; Asana and HubSpot familiarity; strong email and calendar operations; AI tools for research/summarization/decision prep
• Operational: systems-thinking; building lightweight, scalable workflows; mastering follow-through and deadlines
• Analytical: clear synthesis, financial/newsletter summarization, options/recommendations with tradeoffs
• Communication: crisp writing, executive briefings, confident stakeholder management
• Personal: high trust, discretion, reliability under pressure, continuous improvement mindset, bias for action

You should apply if...

• You think like a founder’s proxy and enjoy making high-quality decisions with imperfect information
• You are anticipatory, fast, and calm—closing loops without creating follow-up work for others
• You love building simple systems that scale and using AI to do in hours what used to take days
• You’re energized by multitasking across business and personal domains and take pride in craftsmanship and confidentiality
• You thrive in a high-velocity environment and measure yourself by the leverage you create for the executive

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday to Friday 9:00 AM–5:00 PM Pacific Time

Compensation:

• $15 per hour
• No benefits package included

Benefits