Executive Assistant

About the Role

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 role is designed to remove operational and administrative load from the founder and leadership team by managing recurring admin tasks, supporting hiring coordination and HR operations, organizing internal systems, and ensuring projects, follow-ups, and important details do not fall through the cracks. The ideal candidate has dedicated experience supporting founders or fast-moving teams and can create structure from messy information.

This role requires strong availability and responsiveness throughout the week; split-shift schedules can be arranged if agreed during hiring. To help 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
• Support lightweight CX, operations, and internal team coordination when needed
• Identify gaps, missed follow-ups, or operational bottlenecks before they escalate
• Handle tedious but important operational tasks accurately and independently

Skills

• Notion for documentation and SOPs
• Slack for day-to-day communication
• ATS platforms and recruiting/tracking tools
• Task management systems and kanban/task boards
• Spreadsheets and basic document preparation
• Customer experience / CX support alongside executive duties

Qualifications

• 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

Benefits

• 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 niche
• Opportunity to become a trusted operational partner shaping internal systems and company growth

Additional Information

• If you have strong executive support or operations experience, please apply with examples of relevant experience supporting founders, operations, recruiting, or executive workflows
• When applying, include the word seesaw in your response to the first screening question on the application page