Executive Assistant - AI & Operations

Executive Assistant – AI & Operations

Remote
Full-Time Independent Contractor
US$850–900 per month

Support Two Executives. Own the Details. Make Things Happen.

We’re looking for a highly organized, proactive, resourceful, and AI-savvy Executive Assistant to support two fast-moving executives at Polynomials Singapore.

This is more than a traditional EA role. You’ll turn ideas, decisions, and conversations into clear actions and results—keeping priorities, projects, and commitments moving forward.

If you’re someone who connects the dots, solves problems, follows through, and takes ownership without waiting to be told what to do, you’ll have a real opportunity to make an impact.

Important Requirements

• Must be available to start as soon as possible.
• A pre-interview questionnaire is required as part of the initial screening process and must be completed before proceeding to an interview.

What You'll Do

Executive Support & Follow-Through

• Manage calendars, meetings, appointments, scheduling, and logistics for two executives.
• Capture requests, decisions, commitments, and action items from meetings, calls, emails, WhatsApp, and informal conversations.
• Turn conversations into clear next steps, owners, and deadlines.
• Track priorities, outstanding actions, and deliverables.
• Proactively follow up with executives, team members, clients, vendors, and other stakeholders.
• Identify overdue, urgent, or at-risk items and escalate when needed.

Communication & Coordination

• Manage and prioritize emails, messages, and other communications.
• Draft professional emails, WhatsApp messages, summaries, and other correspondence.
• Coordinate communication between executives, clients, partners, vendors, developers, and other stakeholders.
• Prepare concise updates and information needed for meetings and decisions.
• Follow up professionally and persistently to get answers, updates, and deliverables.

Project & Operations Support

• Track projects, tasks, owners, deadlines, dependencies, and follow-ups.
• Maintain project trackers, meeting notes, documentation, and action lists.
• Coordinate between technical and non-technical stakeholders.
• Identify blockers, missing information, and outstanding requirements.
• Source vendors, gather quotations, coordinate logistics, and help resolve operational issues.
• Keep projects moving from discussion → action → completion.

Research & Problem-Solving

• Research businesses, markets, competitors, technology, software, vendors, travel, logistics, and other topics as needed.
• Take open-ended requests, research and compare options, and return with organized findings and practical recommendations.
• Help troubleshoot problems and identify workable solutions.

Finance & Administrative Support

• Prepare and organize invoices, quotations, expenses, and supporting documents.
• Track outstanding invoices and follow up on payments.
• Coordinate with vendors regarding quotations, invoices, and payment matters.
• Maintain organized financial and administrative trackers.

Documentation & AI

• Prepare meeting notes, presentations, spreadsheets, trackers, research summaries, proposals, quotations, and other business materials.
• Turn messy or informal information into clear, usable documents.
• Create and maintain documentation and SOPs where needed.
• Use ChatGPT, Claude, and other AI tools to research, analyze, summarize, draft, organize, and solve problems.
• Use AI thoughtfully to improve the speed, quality, and efficiency of your work—not simply to generate generic answers.

Reporting & Visibility

Keep the executives informed about what matters, including:

• Upcoming commitments and calendar conflicts
• Outstanding actions and follow-ups
• Project progress and blockers
• Pending responses and decisions
• Invoices, collections, and payment matters
• Risks or urgent issues

Important or high-impact matters should be raised immediately—not saved for a regular update.

What We're Looking For

• At least 3 years of solid experience as an Executive Assistant, Personal Assistant, Project Coordinator, Operations Coordinator, or similar role.

• Experience supporting senior executives, founders, or business leaders is highly preferred.

• Excellent written and spoken English.

• Highly organized, proactive, resourceful, and detail-oriented.

• Exceptional follow-through—you don’t need to be reminded to chase things.

• Strong research, problem-solving, communication, and organizational skills.

• Confident communicating with executives, clients, vendors, and other stakeholders.

• AI-savvy and comfortable using ChatGPT, Claude, and similar AI tools in a practical and meaningful way.

• Comfortable learning and working with different software, digital tools, and online platforms.

• Strong judgment—you know what to handle independently and when to escalate.

• Highly trustworthy and discreet with confidential information.

Working Arrangement

• Full-time Independent Contractor
• Fully remote within the Philippines
• Approx. 10:00 AM–7:00 PM PHT, with flexibility depending on business needs
• US$850–900 per month, depending on experience and fit
• Independent contractor arrangement. The contractor will be responsible for their own applicable taxes and statutory obligations.
• You must have your own reliable computer, internet connection, and suitable remote work setup.