Personal Assistant to Founder

Founder’s Personal Assistant

Research, Organization, Follow-Through and Executive Support

Full-time remote position

Compensation: $350-$750 per month, depending on capability

Location: Philippines

Schedule: Flexible, with at least 3 hours of overlap with U.S. Eastern Time

About the Role

I am a founder operating several established and developing businesses involving agriculture, consumer products, e-commerce, professional services and new product development.

I have many ideas, decisions, documents, commitments and active projects moving at the same time. I am not looking for someone to invent strategy, manage my companies or make product decisions for me.

I need a highly organized Personal Assistant who can capture information, organize it, follow up with people, prepare materials, maintain records and make sure important matters continue moving.

Your job is to reduce the amount of administrative work surrounding my decisions.

You will work directly with me and may also coordinate with Brand Managers, contractors, attorneys, accountants, vendors and other service providers.

Your Primary Responsibility

Your responsibility is to make sure that:

• Important information is captured
• Commitments are recorded
• Documents are organized
• Meetings and deadlines are tracked
• Follow-ups happen
• Research is presented clearly
• Questions are prepared before reaching me
• Decisions I make are documented and communicated
• Nothing important is forgotten or lost

You are not expected to know everything. You are expected to find information, organize it and follow through.

What You Will Do

Founder Support

• Maintain my calendar and appointment schedule
• Prepare daily and weekly priority summaries
• Track commitments I have made
• Remind me of upcoming decisions and deadlines
• Prepare meeting agendas and notes
• Record decisions and distribute follow-up instructions
• Organize voice notes, messages, email s and rough ideas
• Convert unstructured information into organized records
• Maintain a clear list of matters waiting for my attention
• Separate urgent matters from routine activity

Research and Information Preparation

• Research products, companies, vendors, people and business questions
• Collect quotations and basic information
• Compare options in a simple, organized format
• Verify names, dates, pricing and other factual details
• Summarize long documents or conversations
• Prepare background information before calls or decisions
• Identify missing information and obtain it
• Present research without adding unsupported opinions

Follow-Up and Coordination

• Follow up with vendors, contractors and tea ---------- mbers
• Confir ---------- etings, deliverables, shipments and deadlines
• Ask for missing documents or information
• Track whether assigned work was actually completed
• Maintain a follow-up list until each matter is resolved
• Escalate delays or unanswered requests
• Communicate my decisions accurately
• Confirm that instructions were understood

File and Record Organization

• Maintain organized Google Drive folders
• Apply consistent file names
• Store contracts, proposals, quotations, notes and research correctly
• Maintain contact and vendor records
• Make sure final files and source documents are received
• Keep account and login records organized securely
• Maintain decision histories for important projects
• Prepare clean handoff records when responsibilities change

Personal and Business Administration

Depending on need, assignments may include:

• Travel research and scheduling
• Appointment coordination
• Completing forms
• Tracking renewals
• Researching purchases
• Organizing receipts and records
• Preparing correspondence
• Coordinating personal projects
• Handling routine administrative requests
• Monitoring matters that require later follow-up

What This Role Is Not

This is not primarily a:

• Social-media position
• Graphic-design position
• Sales position
• Customer-service position
• Brand-strategy position
• Product-development position
• Executive decision-making position

You will not be expected to create my brands, determine which products should be launched or make major financial decisions.

You will make the work surrounding those decisions organized, complete and easy to review.

The Person I Am Looking For

You may be a strong fit when you:

• Are naturally organized
• Write clearly and directly
• Remember details
• Follow up without being reminded
• Are comfortable working with incomplete or unstructured information
• Can turn a long conversation into a useful summary
• Know how to research unfamiliar subjects
• Can distinguish facts from assumptions
• Ask focused questions
• Respect confidentiality
• Are calm when many matters are moving
• Take responsibility for completing the loop
• Are comfortable telling me when something has not been completed
• Do not need constant praise or supervision
• Prefer useful work over appearing busy

Required Skills

• Excellent written English
• Strong Google Drive, Docs and Sheets skills
• Calendar and email organization
• Internet research
• Clear note-taking and summarization
• File management
• Task and deadline tracking
• Professional written communication
• Ability to learn new software
• Reliable computer and internet connection

Experience as an executive assistant, legal assistant, project coordinator, operations assistant or founder’s assistant is helpful, but judgment and follow-through matter more than job titles.

How You Will Work With Me

I often communicate through:

• Short messages
• Voice notes
• Rough ideas
• Screenshots
• Forwarded email s
• Documents
• Direct instructions

I do not want to complete a complicated form every time I have an idea or need something handled.

A strong assistant will be able to receive an unstructured message and determine:

1. What the matter is
2. Whether action is required
3. What information is missing
4. Who needs to be contacted
5. What deadline applies
6. What I need to d ----------
7. What should happen next

Examples

A weak assistant says:

> “The vendor responded. Please see their email .”

A strong assistant says:

> “The vendor confirmed a six-week lead time and a 2,500-unit minimum order. The quotation is attached. They did not answer the questions about source-file ownership or revisions, so I followed up. No decision is required yet.”

A weak assistant says:

> “You mentioned calling the attorney.”

A strong assistant says:

> “You asked to speak with the attorney about the trademark assignment. I contacted the office, provided three available times and placed the supporting documents in the meeting folder.”

First 30 Days

During your first month, you will be expected to:

• Learn my businesses and current priorities
• Organize active files and information
• Build a reliable follow-up system
• Prepare a weekly founder priority summary
• Maintain a decision and commitment list
• Demonstrate accurate written communication
• Complete several research and coordination assignments
• Show that I do not need to repeatedly remind you
• Create records another qualified assistant could understand

Performance Standards

You will be evaluated on:

• Accuracy
• Follow-through
• Organization
• Written clarity
• Responsiveness
• Judgment
• Confidentiality
• Ability to close open loops
• Quality of research
• Reduction in founder administrative workload

Activity alone is not success. Completed outcomes are success.

Compensation and Growth

Starting compensation will generally be $800–$1,000 per month, based on demonstrated capability.

This is intended to be a long-term position.

Compensation can increase as you demonstrate that you can:

• Manage more sensitive matters
• Anticipate follow-up needs
• Prepare higher-quality decision materials
• Coordinate across several companies
• Protect substantial amounts of founder time
• Train or supervise additional administrative support

How to Apply

Begin your application with the words:

COMPLETE THE LOOP

Applications that do not begin with those words will not be reviewed.

Answer the following questions:

1. Why are you interested in being a founder’s Personal Assistant?
2. Describe a time you received incomplete instructions. How did you complete the assignment?
3. How do you make sure follow-ups are not forgotten?
4. Describe a system you have used to organize files, deadlines and commitments.
5. What do you do when someone does not respond to an important request?
6. How would you summarize a 30-minute voice note containing several unrelated ideas?
7. Describe a mistake you made in a previous role and how you corrected it.
8. What working hours can you provide, and how many hours overlap with U.S. Eastern Time?
9. What is your expected monthly compensation?
10. Are you currently working for other clients? Explain your availability.

Practical Exercise

Include a one-page response to the following situation:

> The founder sends you a seven-minute voice message. During the message, he mentions that he needs to speak with his attorney, compare three packaging suppliers, remember a personal appointment next Thursday, review a contractor’s overdue work and research a company he may hire.

Explain:

• What you would record
• What actions you would take
• What questions you would ask
• What you would handle without asking
• What you would place in front of the founder
• How you would make sure every item was completed

Do not submit a generic AI-written answer. I am looking for practical judgment, organization and follow-through.