Role overview

Key facts

Remote from: Philippines, Africa
Full time
Mid-level (2-5 years)
Executive Assistant
English

Other skills

Task Planning
Decision Making
Client Confidentiality
Communication
Assertiveness
Detail Oriented
Reliability
Prioritization
Problem Solving

About the company

Assist World

Staffing & Recruiting

Company details

IndustryStaffing & Recruiting

Links

Website LinkedIn See all jobs

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Job description

Role Overview

We are a small, fast-moving consulting company (two founders + one team member) looking for a highly entrepreneurial, proactive, and assertive Executive/Personal Assistant to support both founders across business operations and personal life logistics.

This is a true wear-many-hats role for someone who thrives in scrappy, startup-style environments with minimal structure. You will be expected to take ownership, push back when needed, communicate clearly, and consistently reduce the founders' workload (not add to it).

Preference: Candidates with startup/agency background and strong independence (South Africa preferred due to communication style and assertiveness fit).

Key Responsibilities

Executive Assistant (Business Support)

Manage calendars, inbox coordination, and scheduling priorities for both founders

Support day-to-day operations across a lean consulting business (minimal SOPs, frequent changes)

Coordinate internal tasks and keep work moving in Notion (task tracking, follow-ups, deadlines)

Maintain organized digital filing and documentation in Google Drive

Handle general admin support across tools and systems (email, docs, trackers, process notes)

Recruiting + Contractor Management (Upwork)

Source, interview, and vet contractors (primarily admin, ops, and social media-related roles)

Manage communications with candidates/contractors and support rate negotiation

Drive hiring workflows end-to-end (shortlists, scheduling, scorecards/notes, next steps)

Coordinate contractor work from kickoff through completion (scope, timelines, deliverables)

Project Management

Own and run small-to-medium projects from A to Z across founders + contractors

Create clear task plans, set timelines, and follow up consistently to ensure delivery

Provide brief daily/weekly status updates and proactively flag blockers or risks

Light Finance Coordination (Project Management + Review)

Zoho Books / Zoho Payroll: coordinate quarterly bookkeeping contractor (reminders, follow-ups, ensuring books are updated)

YNAB (personal finance): coordinate monthly budgeting contractor, then review categorization for accuracy (quality check / reasonableness)

Maintain simple financial checklists and ensure completion by deadlines

(Note: This is not a full bookkeeper role—more coordination + review.)

Personal Assistant (Personal Life Logistics)

Coordinate household staff and home services (cleaners, chefs, contractors, dog trainer, etc.)

Research and book travel, manage itineraries, and handle trip logistics

Order groceries and household essentials via apps

Support moving logistics, vendor research, product recommendations, and general life admin

Ensure personal operations run smoothly with minimal founder involvement

Content + Social Media Support (Required Baseline + Growth Path)

Social media savvy and comfortable supporting content workflows

Able to hire/manage social media contractors on Upwork when needed

Basic familiarity with Canva and digital content coordination (e.g., thumbnails, simple graphics)

Bonus (not required but preferred):

Copywriting for social posts/emails/newsletters

Video editing for short-form content

Must-Have Qualifications

3–4+ years experience supporting founders/executives in startup, agency, or high-change environments

Highly proactive, independent, and comfortable with minimal structure

Assertive communicator who can respectfully push back, ask clarifying questions, and prevent mistakes

Strong project management ability (follow-through, timelines, accountability)

Recruiting/contractor management experience (especially Upwork)

Excellent written and spoken English (clear, concise, professional)

High discretion and comfort handling personal + business matters

Strong organization, attention to detail, and reliability

Tools & Systems

Notion (task + project tracking)

Google Workspace / Google Drive

Zoho Books + Zoho Payroll (coordination)

YNAB (review + quality checking)

Upwork (recruiting + contractor management)

Email + calendar tools

What Success Looks Like

Founders consistently feel time returned (less admin, fewer follow-ups, fewer dropped balls)

You ask smart questions up front, communicate progress clearly, and don't make assumptions

Projects and contractors move forward without founders needing to chase

Personal logistics are handled smoothly with minimal back-and-forth

You operate as a true right-hand—not a "yes-person," but a thoughtful executor who elevates operations

Interview Process Note (Trial Task)

Finalists may be asked to complete a paid trial task (time-boxed) to evaluate:

Communication and clarifying questions

Execution quality and follow-through

Organization and reporting style

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM

Apply once. Then go straight to the hiring manager.

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