AI-Enabled Executive Operations Partner / Senior Executive Assistant

AI-Enabled Executive Operations Partner / Senior Executive Assistant

Work Arrangement: Full-time, Work from Home
Location: Philippines
Employment Type: Long-term, exclusive engagement
Working Hours: Early morning schedule aligned with Adelaide, Australia

About the Role

We are seeking an experienced, highly organised and technology-minded Executive Operations Partner to provide direct support to a CEO and help improve the way business operations, priorities and executive responsibilities are managed.

This is a senior executive support position that goes beyond traditional administrative assistance. The successful candidate will take ownership of priorities, coordinate across teams, improve reporting and workflows, and use AI and technology to make executive operations more efficient.

You will work closely with the CEO, helping translate discussions, decisions and priorities into clear actions and completed outcomes.

Key Responsibilities

Executive Support and Prioritisation

• Manage the CEO’s calendar, inbox, appointments and daily priorities.
• Prepare daily executive briefs, meeting agendas and supporting documents.
• Identify urgent matters, competing priorities and items requiring executive decisions.
• Prepare correspondence, reports, presentations and follow-ups.
• Attend selected meetings, record decisions and track agreed actions.

Project and Operations Coordination

• Maintain a central register of tasks, commitments, deadlines and outstanding actions.
• Follow up with managers and team members to ensure responsibilities are progressing.
• Monitor project milestones, overdue tasks and operational issues.
• Coordinate across departments while respecting existing management responsibilities.
• Identify potential delays and escalate issues before they become problems.

Reporting and Business Analysis

• Consolidate operational, financial and administrative information.
• Prepare daily, weekly and monthly management reports.
• Analyse data, trends, variances and outstanding items.
• Build and maintain spreadsheets, dashboards and reporting tools.
• Present findings with clear explanations, risks and recommended actions.

AI, Systems and Process Improvement

• Use AI tools such as ChatGPT and Microsoft Copilot to support research, drafting, analysis and workflow improvements.
• Identify repetitive tasks that could be automated or improved.
• Document business requirements and coordinate with developers or technical providers.
• Assist with testing and implementing integrations, automations and new systems.
• Develop and maintain standard operating procedures and reusable workflows.
• Verify AI-generated information against reliable source data before presenting it.

Administrative and Executive Coordination

• Maintain organised digital records and documentation.
• Coordinate recurring business obligations, compliance deadlines and reporting requirements.
• Assist with research, special projects and business improvement initiatives.
• Handle sensitive business and executive information with discretion.

Required Skills and Experience

• Significant experience as a Senior Executive Assistant, Executive Business Partner, Executive Operations Partner or similar.
• Previous experience providing direct support to a CEO, founder, business owner or senior executive.
• Excellent written and spoken English, with the ability to communicate professionally with Australian businesses.
• Strong organisational skills and the ability to manage multiple priorities independently.
• Demonstrated ability to take ownership of tasks and follow them through to completion.
• Strong analytical skills and confidence working with spreadsheets and business data.
• Advanced knowledge of Microsoft 365 or Google Workspace.
• Experience with project management platforms such as Asana, ---------- , ClickUp or Microsoft Planner.
• Practical experience using AI tools such as ChatGPT or Microsoft Copilot.
• Ability to maintain confidentiality and exercise sound judgement.
• Comfortable working in a fast-paced environment where priorities can change.

Highly Desirable Experience

• At least 7 years of progressive executive support, project coordination or executive operations experience.
• At least 3 years supporting a CEO, founder or business owner.
• Experience supporting an Australian or New Zealand business.
• Advanced Excel or Google Sheets skills, including formulas, lookups, pivot tables and data analysis.
• Experience preparing executive dashboards, management reports, meeting minutes and SOPs.
• Familiarity with Xero, CRMs, ServiceM8 or similar business management platforms.
• Experience with workflow automation, integrations, APIs or coordinating technical projects.
• Background in business operations, construction, facilities management, field services or government-related service delivery.

Working Hours and Remote Work Requirements
This is a full-time position supporting an Australian-based executive.
The schedule will align with Adelaide business hours and will adjust for daylight saving changes:

• Approximately 5:00 am to 2:00 pm Philippines time during Adelaide standard time.
• Approximately 4:00 am to 1:00 pm Philippines time during Adelaide daylight saving time.

A reliable and sustainable schedule is essential. The role does not require a start earlier than 4:00 am Philippines time.

Applicants must have:

• A reliable primary internet connection and backup internet.
• Backup power arrangements.
• A suitable laptop or desktop computer.
• A quiet, professional workspace.
• A working webcam and headset for regular video meetings.

Employment Arrangement

• Full-time, long-term opportunity.
• Exclusive working arrangement during contracted hours.
• Applicants must disclose any existing work commitments.
• Salary will be based on experience, capability and suitability for the role.

How to Apply
Please submit the following:

1. Your updated CV or resume.
2. A brief overview of your experience supporting a CEO, founder or senior executive.
3. Your expected monthly salary in PHP.
4. Your earliest possible start date and notice period.
5. A description of how you currently use AI tools in your work.
6. Examples of reports, dashboards, SOPs or project tracking systems you have created. Please remove any confidential information.
7. An example of a project or responsibility you managed independently from start to completion.
8. Confirmation that you have a suitable work-from-home setup and can meet the required working hours.

Please also answer these questions in your application:

• How do you manage competing priorities when several matters require the CEO’s attention?
• Can you describe a time you identified a problem, recommended a solution and implemented it independently?
• How do you verify the accuracy of information generated by AI tools?
• How would you respectfully challenge a CEO or manager when you believe a decision or priority needs reconsideration?
• How do you ensure that tasks delegated to other team members are actually completed?
• In your view, what distinguishes an excellent Senior Executive Assistant from a traditional Virtual Assistant?

Only applicants who demonstrate the required level of executive support experience, judgement, analytical capability and ownership will be considered.