Senior Executive Assistant to Co-Founders

1 week ago

Philippines South Africa Assist World Full time R9 600 - R13 200 per year
Role Overview This is a high-accountability, senior-level EA role supporting both Co-Founders. You will manage executive operations, communications, research, investment coordination, and performance rhythms across the organization. The ideal candidate has 5+ years supporting CEOs/founders, is AI-native, ultra-organized, detail-obsessed, and thrives in a fast-paced founder-led environment. Core Responsibilities
  • 1. Executive Operations & Calendar Ownership (Primary)
  • Manage a complex, fast-changing, high-volume calendar with precision
  • Own all scheduling, rescheduling, and meeting prioritization
  • Proactively align calendars with business priorities
  • Prepare daily/weekly calendar briefs with context
  • Handle personal + business logistics, including: ○ Travel bookings ○ Flight/hotel coordination ○ Personal errands & life-management tasks
  • 2. Inbox & Communication Management
  • Fully manage and triage the inboxes of two executive founders
  • Draft crisp, on-brand follow-up emails to partners, clients, prospects
  • Track conversation threads and maintain a simple internal CRM/log
  • Handle email responses on behalf of the founders
  • Ensure all important communication receives timely action
  • Nice-to-have but strongly preferred:
  • Ability to communicate via iMessage, WhatsApp, Slack, SMS (Apple device preferred).
  • 3. Performance Rhythm, KPI Review & Meeting Prep
  • Draft and send weekly executive agendas + recap summaries
  • Maintain lightweight dashboards for key functions (Media, Product, Finance, etc.)
  • Coordinate recurring "state of play" reviews, KPI updates, and team pulse-checks
  • Ensure the CEO enters each meeting fully briefed
  • Document next steps and convert them into trackable action items
  • 4. Investment Data Room & Capital Activity Management
  • You will act as the central point of truth for all investment tracking.
  • Build and maintain a structured investment data room (Google Drive / Notion / Dropbox)
  • Organize: ○ Fund docs ○ Capital call notices ○ Distribution memos ○ K-1s ○ Quarterly updates
  • Track LP updates and file them correctly
  • Reconcile capital calls & distributions: ○ Log into bank accounts and fund portals ○ Match notices with transfers ○ Update a running capital activity log
  • Maintain rolling MOIC / DPI / IRR calculations
  • Benchmark fund performance—provide interpretation and summary
  • Create light automations/reminders to chase overdue updates from GPs or accountants
  • 5. Research, Special Projects & Personal Support
  • Conduct fast-turn market, vendor, or competitive research using AI
  • Assist with business development and diligence prep
  • Coordinate special projects, events, offsites, and logistics
  • Handle personal tasks as needed (kids' events, gifts, reservations, etc.)
  • Organize documents, data, and workflows to keep founders operating at peak efficiency
Must-Have Skills & Experience
  • 5+ years supporting a CEO, founder, or C-suite leader
  • Proven experience managing complex calendars + high-volume inboxes
  • Startup or founder-led company background (strong preference)
  • Exceptional written English — crisp, concise, professional
  • Advanced organization and follow-through skills
  • High EQ, able to communicate with confidence and tact
  • Thrives under pressure and works with urgency
  • AI-native: actively uses ChatGPT, Claude, or similar to speed up work
  • Strong experience with: ○ Google Workspace ○ Slack ○ Asana ○ WhatsApp ○ iMessage (strong nice-to-have) ○ LinkedIn (for outreach and research)
  • Work Style:
  • Proactive "I've got this" energy
  • Highly reliable, detail-oriented, accuracy-driven
  • Comfortable handling sensitive financial and personal information
  • Works full PST hours consistently
Bonus Experience
  • Startup or founder-facing experience
  • Light event planning or remote team coordination
  • Experience managing outreach or communications workflows
  • Experience with investment tracking or finance admin is a major plus
$800 - $1,100 a month Type: Full-Time – 40 hours/week Time Zone: Must work full PST hours — no exceptions
Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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