Executive Assistant (Business and Personal)

About Us

We are a US-based family and business ownership team. Our main business is a multi-location driving education network in the United States that has trained thousands of students. We also manage other business interests, personal projects, family logistics, vendors, travel, home-related tasks, and day-to-day administrative responsibilities.

We already have a great Philippines-based team, and we treat our people well: clear expectations, steady work, genuine respect, and real growth for those who earn it. This is a long-term seat for the right person. We are looking for someone exceptional who wants to grow with us.

What This Role Is

You will be the Personal Executive Assistant to two busy owners.

This is a trusted support role that touches both personal and business matters. Your job is simple to describe but demanding to do well: take things off our plate, organize the chaos, follow up until things are done, and help make our life and businesses run smoother.

This role may include business admin, personal admin, scheduling, family logistics, travel planning, vendor follow-up, research, document organization, light financial/admin work, HR support, marketing coordination, and special projects.

Some tasks will have a clear process. Some will not. When there is no playbook, the right person researches, figures out the best approach, creates a process, and gets it done. We want someone we can hand a goal to, not just a task, and trust that it will be handled.

If you bring problems with possible solutions, take ownership, communicate clearly, and follow through without constant reminders, you will do very well here. If you need step-by-step instructions for everything, this is not the right fit.

What You'll Help With

This role will vary week to week. You may help with:

• Managing personal and business tasks
• Scheduling appointments, calls, meetings, and reminders
• Managing calendars and helping keep family and business schedules organized
• Researching vendors, services, products, travel options, contractors, and solutions
• Following up with vendors, contractors, service providers, doctors offices, schools, and business contacts
• Organizing documents, forms, files, receipts, records, and important information
• Helping with travel planning, reservations, itineraries, and family logistics
• Tracking refunds, cancellations, renewals, subscriptions, and open follow-ups
• Assisting with light financial/admin tasks, such as organizing invoices, statements, and information for review
• Helping with HR/admin tasks, onboarding, forms, and internal follow-ups
• Supporting marketing tasks such as organizing content, posting, publishing, or coordinating simple updates
• Updating ClickUp or other task management systems so nothing falls through the cracks
• Creating simple SOPs and repeatable processes as you learn how things are done
• Handling one-off projects where you need to research, think, organize, and execute

The specific tasks are learnable. What we cannot teach is ownership, discretion, resourcefulness, and the drive to get things done.

Who You Are

You are resourceful. When you hit something you do not know, you research, learn, and come back with a plan instead of just asking what to do.

You are proactive and ownership-driven. You anticipate what is needed, follow through without reminders, and treat the role seriously.

You are hungry, hardworking, and have high standards. This matters more to us than your résumé. You take pride in your work and do not cut corners.

You are smart, organized, and comfortable with variety. You can switch between personal tasks, business tasks, research, scheduling, follow-ups, and admin work without getting overwhelmed.

You are discreet and trustworthy. You may handle sensitive personal, family, business, financial, travel, and confidential information. Privacy and good judgment are non-negotiable.

You communicate clearly in written and spoken English. You are professional, easy to work with, and know how to give clear updates.

You are comfortable with tools like Google Workspace, ClickUp or similar task management systems, calendars, spreadsheets, and communication tools. You should also be fluent with AI tools like ChatGPT or Claude and know how to use them to improve your productivity.

You are organized enough to keep track of many moving pieces and make sure nothing gets forgotten.

Experience supporting executives, founders, business owners, or families is a plus. US experience is also a plus. However, attitude, intelligence, trustworthiness, and follow-through matter more than years on paper.

What Success Looks Like

You are successful in this role if the executives feel that life is becoming easier because of you.

That means:

• Tasks are captured and organized
• Follow-ups are not forgotten
• Vendors and contacts are chased until there is a clear answer
• Calendars and reminders are kept clean
• Documents are easy to find
• Projects move forward
• We know what is completed, what is pending, and what needs our decision
• You reduce mental load instead of adding to it

The Details

Hours: Full-time, US Eastern Time. Exact hours will be discussed.

Pay: $7–$9 USD/hr depending on experience.

Location: Fully remote, work from home.

Type: Long-term. We want someone to build a future with us.

How to Apply

Completing the video interview below is required. It is the only way to be considered. A résumé or application by itself will not move forward without the video interview.

Complete your video interview here: https://myint.video/aAcQmvPn4n