Executive Assistant to Founder (Remote, PH-Based, PST Hours)

Umbrella Property Services is a building services company based in Vancouver. I’m the founder, and I move fast. I think in ideas and loose ends. Your job is to turn that into clear plans, tight calendars, and closed loops.

This is not a basic VA role. I’m looking for a true Executive Assistant who creates structure around me.

About the Founder & How We Work

• I’m not a micromanager. I’m not looking over your shoulder or nitpicking design details. My style is “good enough, ship it, keep moving.”
• I’m chaotic by nature: lots of ideas, lots of moving pieces, and I’d rather be doing deals, strategy, and sales than admin.

Your job is to:

• Put just enough structure around me so my days are sane,
• Protect my calendar so I have real focus time,
• Own the admin and follow-through so I don’t have to chase you or the work.

If you like bringing order to a fast-moving founder and being trusted to run with things, you’ll fit here.

Your Core Outcome

• Give the founder back time, focus, and mental space.
• When I hand you something, you own it until it’s done. I should not have to chase updates, remember details, or manage follow-through. If you need clarity, you ask. If you don’t, you just get it done.

What You’ll Own
1. Calendar & Communication

• Protect and manage my calendar; no double bookings, clear buffers, realistic days.
• Triage inbox and messages; draft replies and summarize what needs my decision.
• Ensure follow-ups and responses don’t fall through the cracks.

2. Follow-Up & Accountability

• Capture commitments from meetings and conversations.
• Turn discussions into clear next actions with owners and deadlines.
• Follow up with internal and external stakeholders and push (respectfully) when things stall.

3. Problem Solving

• Bring solutions, not just problems.
• When something blocks you, come back with: “Here’s what happened, here are options, here’s what I recommend.”
• Ask smart clarifying questions instead of waiting passively.

4. Projects & Operations

• Coordinate small projects and initiatives.
• Prepare agendas, documents, and materials for meetings.
• Maintain simple systems for tasks, SOPs, and follow-ups.
• Improve or automate repetitive admin where possible, including with AI tools.

You’ll Succeed Here If You Are

• Highly proactive and self-directed; you don’t wait to be told what to do next.
• Strong at follow-through and holding others accountable.
• Comfortable “managing up” to a busy, idea-driven founder.
• Clear, concise written communicator.
• Calm when priorities change and things are a bit chaotic.
• Detail?oriented and reliable; you take pride in clean work.
• Comfortable working with ambiguity and turning it into structure.
• AI?literate and hungry to keep learning.

This Role Is Not For You If

• You need step-by-step instructions for every task.
• You get stressed by a founder who moves fast and changes priorities.
• You wait to be chased for updates instead of closing the loop yourself.

Non-Negotiables (Read Carefully)

• Based in the Philippines and able to work 7:30 a.m. – 4:00 p.m. PST, Monday–Friday (40 hrs/week).
• Minimum 2 years supporting a founder / CEO / executive as an EA, PA, or similar role.
• Excellent written and spoken English.
• Comfortable using Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) and Slack for daily communication.
• Quiet, distraction-free workspace (no cafés).
• Reliable computer setup with two monitors (or laptop + external screen), headset, mouse, and keyboard.
• High?speed internet (100 Mbps or faster) for video and calls.

If you do not meet the above, your application will not be considered.

Compensation & Setup

• Fixed retainer of $1,250 USD per month, paid bi-weekly.
• 30 days paid time off per year, aligned with the Canadian calendar (not PH public holidays).
• Bonus opportunities after 3 months, based on reliability, quality, and ownership.
• $500 USD annual tech allowance to support your equipment and connectivity.

How to Apply

• Complete this application: ---------- /recruit-ph-ea
• If shortlisted, you’ll send a short video message and complete a short series of email s with Ryan
• Final candidates will be invited to a paid trial day to test their skills in a simulated work environment