Executive Assistant - PH Remote

Overview

This is a high-trust role designed to free up founder bandwidth by taking ownership of administrative, communication, and coordination tasks.

• Location: Remote.
• Exclusivity: This is a dedicated position; candidates must not have a concurrent full-time job to ensure responsiveness and availability for founder support.
• Profile: Ideal for someone calm, resourceful, and capable of bringing order to a fast-moving, founder-led environment.

1. Inbox & Communication Management

• Own daily inbox triage and email management, prioritizing urgent requests and flagging high-value communications.
• Draft replies for routine emails, distributor questions, and vendor follow-ups using pre-approved frameworks.
• Maintain follow-up reminders and task lists to ensure no deadlines or opportunities are missed.

1. Calendar & Scheduling Coordination

• Manage calendar scheduling for internal meetings, customer calls, and distributor check-ins.
• Coordinate invites, reschedules, and confirmations to reduce scheduling friction.
• Prepare daily and weekly briefs outlining priority meetings and required preparation.
• Assist with travel logistics and itinerary coordination when required.

1. Administrative & Operational Support

• Handle day-to-day admin, including distributor paperwork, insurance responses, and document organization.
• Support customer onboarding via Jotform and manage digital filing systems in Google Drive.
• Assist with QuickBooks admin prep, data entry, and light reporting tasks.

1. Task & Project Coordination

• Track founder to-dos and cross-functional action items across sales, operations, and marketing.
• Follow up with internal team members on deliverables and build SOPs for recurring workflows.
• Conduct research for vendors, events, and market opportunities.

1. Ambassador & Community Outreach

• Execute direct outreach to potential brand ambassadors and content creators in target US markets.
• Manage reply workflows for standardized messages and support recruitment of in-store demo talent.
• Track status across outreach pipelines and help nurture long-term advocate relationships.

• Experience: Proven background as an Executive Assistant, Founder's Associate, or senior virtual assistant.
• Industry: Experience supporting CPG founders, ecommerce teams, or wholesale businesses is a major plus.
• Communication: Exceptional written and verbal English communication.
• Technical Proficiency: Familiarity with Google Workspace, Pipedrive, QuickBooks, Jotform, and Zapier.
• Attributes: Proactive mindset, strong organizational skills, and the ability to work with limited direction.