Executive Assistant — Long-Term, AI-Forward, AWST Timezone

Executive Assistant to Business Owner — Long-Term, AI-Forward Role

Hours:
Monday–Friday, 8am–5pm AWST (same time zone as Philippines — no nightshift). 8 working hours + 1-hour unpaid lunch, plus two 15-min paid breaks.

Salary:
$1,200–$1,500 USD/month, depending on experience

Includes: 13th-month pay, 10+ days paid leave, PH public holidays observed, HMO allowance

Start date:
Approx. 3–4 weeks from posting (allowing time for our full hiring process)

About us
We run two Pilates studios in Perth, Western Australia, and we're growing. I'm the owner, and I'm hiring a long-term executive assistant to help me run the business day-to-day.

What success looks like six months from now
• My inbox is under your ownership. Nothing falls through the cracks, and I only see the emails that genuinely need me.
• The two studio inboxes are filtered and organised for our studio managers. You run the daily rhythm work (suspensions, cancellations, daily reporting, follow-ups), and make sure nothing gets missed so the managers can prioritise the in-person experience with our members.
• Our monthly rhythms (end-of-month reporting, social platform and website updates) happen autonomously. You own the calendar.
• When I bring you something new such as a marketing campaign, an event, a research task, a new playbook to build, you run with it. You ask sharp questions upfront, then I get out of your way.

The shape of the role
Roughly 70% recurring ownership, 30% ad-hoc projects assigned by me.

You'll own three big areas:
1. Inbox & communication — my personal business inbox and both studio inboxes. This is the foundation of the role.
2. Recurring business rhythms — the monthly and weekly tasks that keep the business healthy (reporting, newsletters, online presence, etc.)
3. Project support — onboarding new staff, building playbooks, marketing campaigns, supplier coordination, event prep, product research.

Who I'm looking for
Attitude over experience. Specifically:
• Autonomous. I'll give you the goal and the context, not step-by-step instructions. You ask good questions when stuck, and bring solutions to the table — or we problem-solve it together.
• Detail-obsessed. You spot the typo, the wrong date, a task that's been missed. Things don't slip past you.
• Takes initiative. You see something that needs doing and you do it — or flag it. You don't wait to be told.
• Warm but professional. You understand that every message represents the brand. You communicate with care, you read situations well, and people walk away from your replies feeling valued.
• Process-driven AND ambitious. You take pride in systems that run like clockwork — inboxes at zero, trackers up to date, nothing slipping through. But you also want to grow into bigger responsibilities over time.
• AI-curious. You already use Claude, or similar, in your workflow, or you're hungry to learn. We use AI heavily and you'll be expected to as well.
• Eager to grow into sales & marketing. Strong systems are the foundation, but you're genuinely curious about how businesses attract members, run campaigns, and convert leads. You may not be writing high-converting promo emails or diagnosing campaign performance yet — but you want to learn, and you'll bring ideas to the table along the way.

How to apply
This is a thorough process because I'm hiring for the long term. Here's what to expect:

Step 1 — Application. Put the words STRONG EXECUTIVE in your subject line. Your application must include two things:

A. A short written intro. In the body of your email, write 2–3 sentences telling me why you'd be a great fit for this role.

B. A video (max 3 minutes) answering:
1. Why are you interested in this position?
2. What kinds of tasks give you energy?
3. What initiative have you taken in a previous role that had the biggest impact?
4. What skills do you want to develop in this role?

Step 2 — Shortlist & assessment. Top candidates complete a short personality/values assessment.

Step 3 — Initial interview. A 30–45 minute video call so we can get to know each other, and you can ask me questions about the role and the business.

Step 4 — Paid test project. Final 3 candidates are paid $50 USD to complete a real-world test project (3–4 hours). Same brief for everyone. I won't give you step-by-step instructions — I want to see how you think.

Step 5 — Final interview & offer.

If you've read this far and you're nodding along, I'd love to hear from you.