Executive Assistant to Chief of Staff and CEO

I'm a Chief of Staff based in the Philippines, currently building out a support team to help me manage and scale operations across multiple businesses. I'm looking for a highly organized, proactive Executive Assistant who can work closely with me and eventually become a key part of my support team. This is not a role where I want someone waiting for me to give them a task every hour. I need someone who can help me organize my workload, keep things moving, follow up with people, and take ownership of tasks. You'll primarily be working with me day to day, but you'll also interact directly with our founder/CEO on specific tasks, research, calendar coordination, and logistics. This means clear communication and good judgment on priorities matter a lot here, since you'll sometimes be juggling requests from both of us. What You'll Be Helping With • Managing and organizing my daily tasks and priorities • Managing projects and workflows in ClickUp • Creating, assigning, updating, and following up on ClickUp tasks • Keeping ClickUp organized so I always know what is pending, in progress, blocked, or completed • Providing a short daily report, key priorities at the start of the day, and a wrap up at the end covering what got done and what's still open • Turning emails, meetings, conversations, and notes into actionable tasks • Following up with team members, applicants, vendors, and other contacts • Recruiting and sourcing candidates through Upwork, Indeed, LinkedIn, and other platforms • Helping with hiring processes, including sourcing candidates, screening applicants, scheduling interviews, and tracking candidates • Supporting recruitment for roles such as CSR/Dispatchers, HVAC technicians, and other support positions • Conducting research and gathering information for different projects • Requesting quotes and coordinating with vendors • Managing spreadsheets, documents, and reports • Helping organize Google Drive and Google Workspace • Monitoring emails and identifying what needs my attention versus what can be handled independently • Drafting simple emails and follow ups • Coordinating meetings and keeping track of action items • Taking meeting notes and turning them into clear next steps • Helping build SOPs, processes, and internal documentation • Coordinating between different team members and making sure tasks are actually moving forward • Supporting the founder directly when needed, research, calendar management, and coordinating logistics like flights, reservations, or vendor calls • Helping think through content and posting strategy for a personal brand focused on freelancing, systems, and growth, aimed at educating others and helping attract higher quality hires • Taking ownership of recurring administrative and operational tasks ClickUp Experience Is Important You should be comfortable using ClickUp beyond basic task management. I need someone who can help me build and maintain a clean system for managing projects, tasks, deadlines, priorities, and team responsibilities. You should be comfortable with: • Spaces, folders, lists, and tasks • Custom fields and statuses • Task assignments and dependencies • Dashboards and views • Automations • Recurring tasks • Project organization • Creating workflows that make the team more efficient If you see a messy workflow and know how to organize it in ClickUp, that is a major plus. Who I'm Looking For • Based in the Philippines • Excellent English communication skills • Strong organizational and administrative skills • Experienced with ClickUp • Comfortable with Google Workspace • Comfortable using Upwork, LinkedIn, Indeed, and other online platforms • Strong research skills • Able to manage multiple priorities • Very good at following up • Detail oriented • Fast learner • Comfortable learning new software and systems • Able to work independently • Reliable and responsive • Professional with confidential information The Most Important Part I am building a team, so I am looking for someone who wants to grow with the role. I need someone who can eventually understand how I work, anticipate what needs to be done, and take things off my plate without me having to explain every small step. You should be the type of person who sees something that needs to be done and thinks: "How can I take care of this?" rather than: "What do you want me to do?" You will be working directly with me as I build and manage a larger support team. There is room for the role to grow for the right person. If you are highly organized, proactive, comfortable with technology, and genuinely enjoy creating systems and making people's lives easier, I'd love to hear from you.