Executive Assistant

Role overview

This position supports a rapidly expanding e-commerce jewelry business by keeping operations organized, communication timely, and daily work moving forward. The role combines executive assistance, hiring coordination, operational support, and dependable follow-through across several priorities at once.

The company is specifically seeking someone with proven experience supporting founders, executives, or fast-moving teams. This is not intended as an entry-level virtual assistant position; the right person should be able to bring order to incomplete information, stay highly responsive, and take ownership of important work without needing constant direction.

What the role involves

The purpose of the role is to reduce administrative and operational burden for the founder and leadership team. You will help handle routine admin tasks, assist with recruiting and HR coordination, structure internal systems, and make sure follow-ups, projects, and important details are tracked through to completion.

The team expects someone who can stay reachable and responsive across all 7 days of the week. This does not mean working continuously, but it does require dependable availability and clear communication throughout the day when needed. A split-shift arrangement may be suitable if both sides agree during hiring.

To show careful attention to detail, applicants are asked to include the word “seesaw” in the response to the first screening question on the application page.

Key responsibilities

• Support leadership with executive administration, coordination, reminders, and operational follow-up.
• Maintain flexible daily coverage and stay responsive as priorities change through the week.
• Take ownership of recurring administrative tasks that currently consume leadership time.
• Assist with recruiting and HR coordination, including posting roles, arranging interviews, tracking candidates, and managing hiring follow-ups.
• Keep workflows, trackers, notes, SOPs, and documentation organized in one reliable source of truth.
• Coordinate urgent one-off issues and ensure next steps are not missed.
• Create and maintain documents, spreadsheets, task boards, internal updates, and operational trackers.
• Provide light support for customer experience, operations, and internal coordination when needed.
• Spot missing follow-ups, process gaps, and bottlenecks early, before they escalate.
• Complete repetitive but important operational tasks accurately and independently.

Required background

• Experience in an Executive Assistant, Founder’s Assistant, Operations Assistant, HR Coordinator, Recruiting Coordinator, or comparable trusted support role.
• Demonstrated experience assisting founders, executives, or fast-moving teams.
• Strong working knowledge of Notion.
• Reliable availability and communication across the day, with willingness to cover a 7-day workweek schedule.
• Experience with Slack, applicant tracking systems, and task management tools.
• Background supporting a remote e-commerce or DTC business.
• Experience creating SOPs, internal systems, or operational workflows.
• Experience supporting customer experience or operations in addition to executive support duties.

Preferred experience

• Prior exposure to recruiting operations or HR coordination.
• Familiarity with ATS tools such as JazzHR or similar platforms.

Why this role may be a fit

• Fully remote position.
• Performance-based pay increases and bonuses.
• Australia-based company with hours suited to Philippine candidates; no graveyard shifts.
• Opportunity to grow into a long-term role with full-time potential.
• Chance to work with a growing e-commerce brand in an anime-inspired niche.
• Opportunity to act as a trusted operational partner helping improve systems, organization, and overall company growth.

Application notes

Candidates with strong executive support or operations experience who enjoy bringing structure to busy teams and can remain responsive on a flexible schedule are encouraged to apply. Applications should include examples of relevant experience supporting founders, operations, recruiting, or executive workflows.

Additional information

The source included a JazzHR reference and an internal tracking code, which have been omitted from this posting.