Executive, Business Operations Virtual Assistant

Job not on LinkedIn

🔥 4 minutes ago

🇵🇭 Philippines – Remote

💵 ₱50k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

⚙️ Business Operations

👻 Ghost score 0%

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📋 Description

• Manage and triage the executive's inbox at least twice daily • Draft replies in the Client's voice and send approved routine replies • Organize the executive's calendar, daily priorities, focus blocks, appointments, travel time, and meeting buffers • Prepare morning briefs, end-of-day summaries, and weekly planning reviews • Prepare briefing materials and agendas for internal, client, and vendor meetings • Track meeting action items, communicate decisions, follow up with owners, and monitor commitments through completion • Research and coordinate speaking opportunities, industry association events, networking activities, and customer events • Manage event submissions, registrations, speaker materials, travel bookings, deadlines, invitations, RSVPs, vendors, and follow-ups • Assist with AI-supported blog, social media, podcast promotion, and email marketing workflows • Coordinate with the external marketing agency and route drafts for executive approval • Support the “Off the Stack” podcast through guest outreach, scheduling, and briefing notes • Use AI tools for drafting, summarization, meeting preparation, and recurring administrative tasks, while reviewing outputs for accuracy and tone • Identify repetitive workflows and recommend automation opportunities • Maintain client milestone calendars and prepare check-ins, follow-ups, thank-you messages, digital gifts, and e-cards • Keep client contact records current and coordinate physical correspondence with the local team • Track expenses, collect receipts, submit expense reports, and manage subscriptions and renewals • Organize files, SOPs, and shared folders; write and update SOPs • Manage personal appointments, family commitments, online errands, bookings, renewals, orders, and reservations • Handle confidential business, client, financial, and personal information according to security and data-handling requirements • Protect the founder's time and attention while maintaining client relationships and operational continuity

🎯 Requirements

• 3+ years supporting a founder, CEO, or senior executive, ideally a US-based one • Comfortable using AI tools such as Claude or ChatGPT every day, with examples of how you used them to save time • Excellent written and spoken English, with the ability to match someone else's voice • Experience managing a busy inbox and calendar in Microsoft 365 • Highly organized, with a track record of following up until things close • Sound judgment on what needs Client's attention and what does not • Proven discretion with confidential business and personal information • Able to work US Eastern time business hours • Reliable internet and a quiet, private workspace • Experience in an MSP, IT services, or professional services firm (nice to have) • Experience coordinating events remotely with venues and vendors (nice to have) • Experience working with a marketing agency or outside vendors (nice to have) • Background supporting marketing or podcast production (nice to have) • Anticipates needs instead of waiting to be asked • Comfortable making decisions and owning the result • Curious about new tools and quick to try them • Calm under pressure when priorities shift mid-day • Microsoft 365, including Outlook, Teams, OneDrive, and SharePoint • Claude and other AI assistants • Reliable internet and private workspace

🏖️ Benefits

• Training provided on tools not previously used • Remote work setup • Full-time dedicated support role • Ongoing support from the recruiting company • Use of AI tools and automation workflows to improve productivity

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