Executive Assistant

Role Overview

We’re looking for an experienced Executive Assistant to help keep a fast-growing e-commerce jewelry brand organized, responsive, and running smoothly across day-to-day operations, hiring coordination, and executive support. This is a high-trust role for someone who is proactive, highly organized, and comfortable handling a mix of executive admin, recruiting coordination, operations support, and follow-through across multiple moving priorities.

The ideal candidate is not a general entry-level VA. We are looking for someone with strong dedicated experience supporting founders, executives, or fast-moving teams who can create structure from messy information, stay highly responsive, and proactively take ownership of important operational work.

About the Role

This role is designed to help remove operational and administrative load from the founder and leadership team. You’ll help manage recurring admin tasks, support hiring coordination and HR operations, organize internal systems, and ensure projects, follow-ups, and important details do not fall through the cracks.

We are looking for someone who can remain reachable and responsive 7 days a week. This does not mean nonstop active work, but it does require strong availability, reliability, and communication throughout the day when needed. Split-shift style schedules can work well for this role if agreed upon during hiring. To help us identify thoughtful applicants, please write the word "seesaw" in your response to the first screening question on the application page.

What You’ll Do

• Provide executive support across admin, coordination, follow-ups, and operational tasks

• Maintain flexible daily coverage and remain responsive throughout the week as priorities arise

• Own recurring administrative work that currently takes time away from leadership and operations

• Support recruiting and HR coordination, including job post management, interview scheduling, candidate tracking, and hiring follow-ups

• Organize workflows, trackers, notes, SOPs, and documentation into a clear single source of truth

• Coordinate urgent ad hoc issues and help ensure next steps are followed through

• Prepare and maintain documents, spreadsheets, task boards, internal updates, and operational trackers

• Help support lightweight CX, operations, and internal team coordination when needed

• Identify gaps, missed follow-ups, or operational bottlenecks before they become larger problems

• Handle tedious but important operational tasks accurately and independently

Must-Haves

• Prior experience as an Executive Assistant, Founder’s Assistant, Operations Assistant, HR Coordinator, Recruiting Coordinator, or similar high-trust support role

• Strong dedicated experience supporting founders, executives, or fast-moving teams

• Strong Notion experience

• Strong availability, reliability, and communication throughout the day, with willingness and ability to work a 7-day workweek schedule

• Experience using tools such as Slack, ATS platforms, and task management systems

• Experience supporting remote e-commerce or DTC businesses

• Experience building SOPs, internal systems, or operational workflows

• Experience supporting CX or operations alongside executive support responsibilities

Nice-to-Haves

• Experience with recruiting operations or HR coordination

• Familiarity with ATS tools such as JazzHR or similar platforms

Why Work With Us

• Fully remote work

• Pay raises and bonuses for strong performance

• Australia-based company with PH-friendly hours. No graveyard shifts!

• Long-term role with full-time potential

• Work with a growing e-commerce brand in a fun anime-inspired industry with a strong niche audience

• Role-specific opportunity: Become a trusted operational partner who helps shape internal systems, improve organization, and directly support company growth

How to Apply

If you have strong executive support or operations experience, enjoy bringing structure to busy teams, and are comfortable staying responsive across a flexible schedule, we’d love to hear from you. Please send your application along with examples of relevant experience supporting founders, operations, recruiting, or executive workflows.