Executive Assistant

EXECUTIVE ASSISTANT JOB DESCRIPTION

Position

Executive Assistant

Reports to

Founder & CEO

Supported by

Executive team, advisors, partners and external stakeholders

Location

Remote work from home / Philippines

Date

ASAP

Term

Full-time

Remuneration

Monthly compensation, paid in PHP

Compensation range will depend on experience level

THE OPPORTUNITY 

We are an early-stage Australian technology company building an AI-powered platform at the intersection of reputation intelligence, AI governance, and enterprise risk.

Currently operating in stealth, we are preparing for a significant period of launch and growth and are looking for an exceptional Executive Assistant to work closely with our Founder & CEO.

This is not a traditional administrative role. You will sit close to the centre of the business, helping the Founder protect their time, stay ahead of competing priorities and turn decisions into action. You'll coordinate across executives, advisors, customers, partners and other stakeholders while helping build the systems and operating rhythm the company needs as it scales.

Some days will involve complex calendar management and stakeholder coordination. Others might involve researching a problem, improving a workflow, organising a launch activity, preparing a briefing, chasing a critical follow-up or simply noticing something that needs to happen before anyone asks.

The environment is fast-moving and continually evolving, so we're looking for someone who is comfortable working with ambiguity, takes ownership naturally and enjoys creating structure where it doesn't yet exist.

If you love being the person who keeps things moving behind the scenes and want the opportunity to help build a company from an early stage, we'd love to hear from you.

WHO WE ARE

We are building technology designed to help organisations better understand, anticipate and manage how they are perceived in an increasingly AI-driven world.

Our platform brings together AI, data and governance capabilities to help organisations identify emerging reputation risks, make better-informed decisions and maintain greater oversight of how AI is used across communications and reputation management.

We are building for organisations where reputation, governance and trust matter — including enterprise, institutional and regulated environments.

We are ambitious about what we are building, but equally deliberate about how we build it.

As an early-stage team, every person has the opportunity to influence the systems, culture and ways of working that will shape the company as it grows.

WHY WORK WITH US

• Build from the beginning: Join an early-stage company where your work can genuinely shape how the business operates.
• Direct access to leadership: Work closely with the Founder & CEO and senior advisors.
• Meaningful technology: Be part of a company working at the intersection of AI, reputation, governance and enterprise decision-making.
• High ownership: You'll be trusted to make decisions, solve problems and improve how things are done.
• Variety: Work across executive support, operations, systems, stakeholder coordination and special projects.
• Growth: Your responsibilities can expand significantly as the company grows.
• Technology-first: Work in an environment that actively embraces AI, automation and better ways of working.
• Flexibility: Remote working environment with a high degree of autonomy.
• Good humans: We value people who are intelligent, kind, accountable, curious

WHAT YOU BRING 

Qualifications & Experience 

• 5+ years experience in Executive Assistance, executive operations, business operations or a similarly high-trust support role.
• Experience supporting a founder, CEO or senior executive, ideally within a startup, scale-up, technology company or other fast-moving environment.
• Demonstrated ability to manage complex calendars, competing priorities and multiple stakeholders.
• Excellent written and verbal communication skills, with the ability to communicate confidently and professionally with senior executives and external stakeholders.
• Strong judgement and discretion when handling confidential or commercially sensitive information.
• Exceptional organisational skills and attention to detail.
• Ability to anticipate what needs to happen next rather than waiting to be instructed.
• Comfortable working in an environment where priorities, processes and responsibilities may evolve quickly.
• Strong research and problem-solving skills.
• Confidence using modern workplace technology and an enthusiasm for learning new platforms and tools.
• Experience using project management, CRM, automation or productivity platforms is highly regarded.
• Familiarity with AI tools and a willingness to use technology to work smarter and faster.
• Experience coordinating projects involving multiple internal and external stakeholders.
• Self-motivated, resourceful and comfortable working independently in a remote environment.

ROLE & RESPONSIBILITIES

The Executive Assistant will primarily support the Founder & CEO while helping coordinate priorities across the wider executive team and business.

Because this is an early-stage company, the role will evolve as the business grows. The responsibilities below represent the core of the position rather than an exhaustive task list.

Executive Support

• Act as a trusted extension of the Founder, helping manage priorities, commitments, information and follow-through.
• Anticipate what the Founder will need and proactively prepare information, materials, reminders or next steps.
• Keep track of commitments, decisions and actions arising from meetings and conversations.
• Ensure important tasks and follow-ups do not fall through the cracks.
• Prepare briefing notes, meeting context, agendas and other materials as required.
• Conduct research and summarise information to support executive decision-making.
• Handle ad hoc projects and requests on behalf of the Founder.
• Assist with occasional personal administration where required to reduce cognitive load and create greater capacity for business priorities.
• Take ownership of small problems before they become large ones.
• Operate with a no task too small, no task too big mindset when something genuinely needs to get done.

Diary & Email Management

• Own and optimise the Founder's calendar, ensuring their time reflects the company's highest priorities.
• Coordinate meetings across multiple stakeholders, companies and time zones.
• Protect focus time while ensuring important relationships receive appropriate attention.
• Identify scheduling conflicts and resolve them proactively.
• Coordinate meeting logistics, including virtual links, locations, materials and attendee information.
• Monitor executive email correspondence and surface urgent, important or time-sensitive matters.
• Draft responses and action straightforward correspondence where appropriate.
• Track emails requiring follow-up and ensure outstanding conversations continue moving.
• Maintain reminders, deadlines, recurring responsibilities and executive to-do lists.
• Coordinate travel arrangements including flights, accommodation, transport and itineraries when required.

Systems & Process Optimisation

• Help establish and maintain systems for executive priorities, meetings, projects, contacts and follow-ups.
• Keep company records and databases accurate and organised.
• Identify repetitive administrative processes that can be simplified or automated.
• Help document new processes as the company grows.
• Research and implement tools that improve productivity and visibility.
• Work with the team to connect workflows across project management, CRM, email, calendar, documentation and other business systems.
• Use AI and automation thoughtfully to reduce manual work while maintaining appropriate human oversight.
• Continuously look for ways to reduce friction, prevent errors and make the company easier to operate.

Screening Activity

Please make a copy of this document (https://docs.google.com/document/d/1qoLfOWcODjzIq_U7qcnIQlzzBMhsOSuKLLE6Vb8sYXo/edittab=t.0) and save it in your own Google Drive. Change the sharing settings of your copy to Anyone with the link can comment.

Answer all questions in Task 1 and Task 2 directly in your copy of the document.

Once finished, complete this form (https://forms.gle/ycTJh8gcRzpo6qCfA) to submit your answers.

Applications missing any required documents will not be reviewed.