ScaleSource

Senior Executive and Personal Assistant to Founder – US Hours, Travel

ScaleSource

full-time

Posted on:

Location Type: Remote

Location: Philippines

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Salary

💰 $1,500 per month

Job Level

Senior

About the role

  • Manage personal and business calendar with strong prioritization and protection of focus time
  • Coordinate meetings across time zones, confirm details, prep agendas/briefs, and ensure follow-ups happen
  • Review incoming emails daily and keep inboxes organized (labels, rules, triage)
  • Draft replies in the executive’s voice, escalate urgent items, and close loops
  • Handle inbound calls and messaging (screen, route, respond, and document next steps)
  • Manage personal social media profiles and inbound messages (DMs/comments)
  • Track conversations and ensure follow-ups are not missed
  • Execute the 'culture calendar' for the family and team members (birthdays, anniversaries, holidays, gifts, key moments)
  • Keep reminders and planning organized so nothing is last-minute
  • Help manage the team’s tech stack (accounts, permissions, subscriptions, renewals)
  • Basic troubleshooting and coordination with vendors/support
  • Use AI tools to accelerate drafting, summarizing, research, and SOP creation
  • Manage personal vehicles and properties: utilities, vendor sourcing/management, scheduling maintenance
  • Track insurance policies, renewals, and key documents
  • Own vendor relationships and negotiate pricing/terms where possible
  • Plan and book travel, build clean itineraries, handle changes quickly
  • Support events and in-person meetings as needed
  • Support Spouse with various tasks as needed (coordination, research, scheduling, vendor calls, follow-ups)

Requirements

  • 5+ years of experience as an Executive Assistant / Senior EA / assistant to C-level leaders (CEO/Founder/COO/CRO, etc.)
  • Strong written and spoken English (professional, concise, high accuracy)
  • Proven experience managing:
  • - Complex calendars
  • - Inbox triage and drafting executive communications
  • - Travel planning and itineraries
  • - Vendor management and negotiation experience (you have personally negotiated pricing/terms)
  • Strong tech competence across common tools:
  • - Google Workspace and/or Microsoft 365
  • - Slack/Zoom/Teams
  • - Project/task tools (Asana, ClickUp, Notion, Airtable, etc.)
  • - Comfort using AI tools for productivity (research, drafting, summaries, SOPs)
  • High discretion: comfortable handling sensitive personal and business information
  • Reliable internet, professional working setup, and strong follow-through
Benefits
  • $1,500 USD Monthly starting salary
  • $12,000 Per Year in Bonus Opportunities
  • Flexible Schedule
  • Paid Travel
  • Tech Stack Allowance
  • Executive Level Training Opportunities
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementinbox triageexecutive communication draftingtravel planningvendor managementnegotiationAI tools usagebasic troubleshootingevent supportproperty management
Soft Skills
prioritizationorganizationcommunicationdiscretionreliabilityfocusfollow-throughcoordinationattention to detailtime management