Position: Executive Assistant to the Founder
Location: Remote; Philippines
Hours: Full-time – 6:00am - 2:00pm, PHT / PST Philippines time
Are you a proactive, switched-on Executive Assistant who takes genuine ownership of the person you support? Do you enjoy being across everything - anticipating needs, handling follow-ups without being chased, and bringing calm and structure to a fast-moving day?
We are looking for an Executive Assistant to the Founder to work directly with the founder of a leading buyer's agency based in Melbourne. The founder is currently based in Spain, so this role plays a critical part in keeping the business moving across time zones.
The goal of this role is to become the founder's "second brain" — someone across every email, Slack message, and calendar invite, who filters the noise and surfaces only what genuinely needs attention. Over time, you will reduce the founder's day-to-day cognitive load so he can step away from his inbox and Slack with full confidence that nothing is falling through the cracks.
Your Main Responsibilities
- Inbox Management: Organise and maintain a clean, well-managed inbox. Draft responses, prioritise what needs attention, and handle routine communications end-to-end.
- Calendar Management: Schedule and coordinate meetings with clear agendas and context. Structure the calendar for focus and flow, and proactively resolve scheduling conflicts before they surface.
- Proactive Follow-ups: Track ongoing conversations with team members, clients, and external parties. Keep things moving without the founder needing to chase or remind.
- Slack & Communication Filtering: Monitor key Slack channels, filter out the noise, and surface only what genuinely requires the founder's attention.
- Daily Summaries: Provide clear, structured updates covering: what has been handled, what is in progress, and what requires a decision or input.
- General Admin: Support both business and personal admin tasks. Over time, this will expand to travel bookings (flights, accommodation) and team admin (e.g. leave tracking, coordination).
What Your Profile will Look like
- Must have: 3+ years of proven experience as an Executive Assistant, Personal Assistant, or similar role supporting a senior executive or founder.
- Must have: A proactive, ownership-driven mindset. You don't wait to be told — you anticipate, figure things out, and take initiative. You are comfortable with ambiguity and can operate without everything being perfectly laid out for you.
- Must have: Excellent written and verbal English. You can draft professional, well-judged emails on behalf of the founder and communicate clearly with both internal team members and external stakeholders.
- Must have: Strong judgement on what is urgent vs. what can wait, and the confidence to make that call.
- Must have: Tech-savvy and quick to pick up new systems. Comfortable with Google Workspace and tools that help structure communication and delegation (e.g. Hiver, Slack, Notion — prior experience not required, but willingness to learn is essential).
- Preferred: Experience or interest in the real estate or property industry.
- Preferred: Experience using AI tools to streamline workflows.
Benefits of joining the Elephant Teams Family
When you join Elephant Teams, you aren’t just getting a job; you are joining a community of high-performing remote professionals.
- Fully Remote Work: WFH, always. We provide all the equipment you need to succeed.
- Competitive Compensation: A salary package that reflects your technical expertise and level of responsibility.
- Professional Growth: Work directly with a high-profile Melbourne brand, lead the implementation of cutting-edge AI, and grow in a fast-paced, international environment.
If you're a proactive, switched-on EA ready to become the right hand of a growing property founder — we'd love to hear from you.
Submit your application by attaching your resume and answering a few quick questions to help us get to know you better.
Note: You must have legal working rights in the Philippines and reside in the Philippines to apply for this role.
