Executive Assistant – AI Implementation, Operations

🔥 0 minutes ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 14%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

Apply Now

Find Similar Remote Jobs

Set Up Email Alert For New Jobs

📊 Check your resume score for this job

Improve your chances of getting an interview by checking your resume score before you apply.

Upload Resume

Virtual Assist

WebsiteLinkedInAll Job Openings

11 - 50 employees

📣 Marketing

📦 Logistics

💼 Consulting

Marketing • Logistics • Consulting

Virtual Assist is a service that provides expert virtual assistants to help business owners delegate busy tasks such as admin, emails, and social media management. By freeing up time, Virtual Assist enables clients to focus on growing their businesses and making impactful decisions without being overwhelmed by routine responsibilities. Whether for small business owners or financial advisors, the company aims to enhance productivity and streamline operations at a cost-effective rate.

📋 Description

• Manage and maintain executive calendars, appointments, and priorities • Coordinate meetings, prepare agendas, capture action items, and ensure timely follow-up • Screen, organize, and prioritize emails, messages, and executive communications • Prepare reports, presentations, proposals, and executive briefing materials • Coordinate travel arrangements, accommodations, transportation, and itineraries • Handle confidential information with professionalism and discretion • Manage special projects and executive initiatives from planning through execution • Identify repetitive administrative and operational tasks that can be automated using AI • Research, recommend, and implement AI tools that improve productivity and operational efficiency • Build and maintain AI-assisted workflows using platforms such as ChatGPT, Claude, Gemini, Make, Zapier, n8n, or similar automation tools • Assist leadership in integrating AI into internal business operations • Monitor AI workflows and automation systems, troubleshoot issues, and escalate technical concerns when necessary • Test and document AI processes to ensure accuracy, consistency, and reliability • Stay informed on emerging AI technologies and recommend practical applications for the business • Track projects, deadlines, milestones, and deliverables across multiple departments • Develop, improve, and document Standard Operating Procedures (SOPs) and internal workflows • Coordinate cross-functional initiatives and ensure timely completion of assigned tasks • Organize and maintain digital assets, contracts, and operational documentation • Conduct research on industry trends, competitors, vendors, and business opportunities • Support recruitment, onboarding, and administrative HR processes when needed • Maintain CRM records, lead pipelines, and customer databases with a high degree of accuracy • Coordinate client onboarding and follow-up processes • Track sales activities, proposals, contracts, and renewals • Assist with outreach campaigns, email communications, and business development initiatives • Prepare reports on business performance, KPIs, and operational metrics • Create and maintain documentation for AI workflows, automation systems, and business processes • Organize company knowledge bases using platforms such as Notion, ClickUp, Confluence, or Google Workspace • Ensure company files remain organized, version-controlled, and easily accessible • Maintain accurate documentation of recurring processes and operational procedures • Process expenses, invoices, reimbursements, and administrative records • Coordinate company events, workshops, webinars, and executive meetings • Support vendor management and administrative purchasing • Perform additional administrative duties and special projects as assigned

🎯 Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Coordinator, Project Coordinator, Executive Virtual Assistant, or similar role • Demonstrated experience implementing AI tools or workflow automation in a business environment • Strong understanding of modern AI platforms including ChatGPT, Claude, Gemini, or equivalent AI assistants • Experience with workflow automation platforms such as Zapier, Make, n8n, or similar tools • Excellent written and verbal English communication skills • Advanced proficiency with Google Workspace and Microsoft Office • Experience using project management software such as ClickUp, Asana, Monday.com, Trello, Notion, or similar platforms • Experience with CRM systems including HubSpot, Salesforce, Zoho, GoHighLevel, or equivalent • Strong organizational skills with exceptional attention to detail • Ability to prioritize competing priorities while maintaining accuracy • Strong analytical and problem-solving skills • Ability to work independently with minimal supervision • High level of integrity and confidentiality • Experience supporting founders, CEOs, or executive leadership • Familiarity with AI prompting, prompt engineering, and AI-assisted content creation • Experience documenting SOPs and business processes • Experience with API integrations and automation workflows • Basic understanding of no-code/low-code automation platforms • Experience coordinating remote teams • Familiarity with business analytics dashboards and reporting tools • Experience working in startups, consulting firms, or fast-paced environments

🏖️ Benefits

• work-from-home opportunity • Opportunity to contribute to a growing business by enhancing efficiency and client experience • Supportive and collaborative work environment