We’re helping a high-performing CEO in the tech, investment, and AI sector find an experienced Executive Assistant to bring structure, clarity, and efficiency across business, investment, and personal operations.

You’ll manage communication, tools, scheduling, and documentation while supporting investment structures and fund flows. Over time, you’ll also assist with strategic AI projects and personal portfolio management.

This role is ideal for a highly experienced, self-sufficient professional who anticipates needs, takes initiative, and executes with precision — someone equally comfortable managing confidential investments, coordinating complex projects, and supporting personal matters.

Part-Time: 10–15 hours/week (2–3 hours/day, mornings – Perth time; will grow over time)

Schedule: Morning hours, Perth time (with flexibility)

Location: Fully Remote (PH-based candidates preferred)

Engagement: Independent Contractor

Start Date: ASAP

Monthly Starting Rate: $400-720 (based on a 10-hour workweek, depending on experience)

Key Responsibilities

Phase 1 – Core Operations

Manage emails, LinkedIn communication, SharePoint, and calendar scheduling
Act as an appointment setter — schedule, confirm, and follow up on meetings
Prepare and summarize meeting notes and action items
Organize leads and contacts in GoHighLevel (and later, HubSpot)
Structure documents and workflows using Microsoft tools and Notion
Document SOPs via Loom videos
Support payment and expense systems such as Continia and Pleo (invoices, reimbursements, payments)
Send weekly reports via email and log progress updates in Notion
Assist with LinkedIn activity — scheduling posts, monitoring engagement, and following up with new connections

Phase 2 – Expansion & Development

Structure and prepare input to feed into the CEO’s AI knowledge base or clone (summaries, FAQs, process documentation)
Conduct research and prepare concise reports or proposals
Coordinate calls, meetings, and events across multiple time zones

Investments – Structure & Funding Flows

Document and monitor funding flows — contributions, allocations, returns, and distributions
Set up protocols for investors, legal documentation, and compliance
Support fund and real estate structure design, management, optimization, and performance tracking
Prepare due diligence documentation, assist with investor reporting, and coordinate communication
Identify and suggest improvements for structure, governance, and automation

Private Investments & Personal Support

Track and manage private investments (real estate, equities, funds, crypto)
Organize documentation, payments, and reporting for personal projects
Coordinate meetings with advisors, lawyers, banks, and accountants
Handle personal administration, travel arrangements, and confidential tasks with discretion

Contract & Event Coordination

Track and manage contracts, NDAs, and vendor agreements
Plan and organize investor meetings, webinars, and private events
Maintain up-to-date documentation across SharePoint, OneDrive, and Notion

Requirements

10–15 years of experience as an Executive Assistant, Operations Manager, or in a senior coordination role
Background in finance, real estate, REITs, or fund administration
Understanding of funding flows, capital structures, governance, and compliance
Proficiency with GoHighLevel, HubSpot, Microsoft 365, Notion, and Loom
Experience with payment systems (Continia, Pleo, or similar)
Technically quick learner, able to coordinate with experts in CRM, AI, or automation
Familiarity with password managers (NordPass, 1Password, etc.)
Excellent organizational, written, and verbal English communication skills
High attention to detail, reliability, and professionalism in handling sensitive information
Interest in AI tools, automation, and digital process improvement

What You’ll Gain