Executive Assistant – AI, Project Management

🔥 1 minute ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👷‍♀️ Project Manager

👻 Ghost score 14%

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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, meetings, and scheduling priorities. • Coordinate internal and external meetings, including scheduling, confirmations, rescheduling, agendas, and follow-ups. • Manage executive inboxes by organizing, prioritizing, responding to, and following up on emails and requests. • Handle inbound and outbound phone calls professionally with clients, prospects, vendors, team members, and business partners. • Screen and prioritize calls, emails, messages, and other communications. • Serve as a point of contact between the executive, internal team, clients, and external partners. • Handle day-to-day administrative tasks and ensure responsibilities are completed accurately and on time. • Use AI tools to improve productivity, conduct research, create documents, summarize communications, and streamline workflows. • Identify opportunities for AI and automation to reduce repetitive administrative work and improve business processes. • Create, improve, and maintain AI-assisted workflows, templates, SOPs, prompts, and systems. • Track project tasks, deadlines, deliverables, owners, and status across multiple projects. • Maintain project management platforms and prepare project updates, reports, meeting notes, action items, and follow-up lists. • Track outstanding tasks and proactively remind team members and leadership of deadlines and commitments. • Research clients, prospects, competitors, industry trends, tools, vendors, and business opportunities. • Prepare presentations, spreadsheets, reports, proposals, documents, and other leadership materials. • Maintain organized digital files, documents, contracts, reports, and confidential information. • Update CRM systems, databases, spreadsheets, and internal records. • Support client and prospect follow-ups, sales, marketing, recruiting, and operational initiatives. • Coordinate interviews, candidate communications, recruiting follow-ups, travel, appointments, events, and executive logistics. • Monitor executive priorities and proactively identify tasks requiring attention. • Develop and document standard operating procedures and internal processes. • Improve team communication, organization, and accountability across ongoing projects. • Handle confidential information with discretion and professionalism. • Take ownership of special projects and ad hoc leadership assignments. • Proactively improve efficiency, organization, communication, and executive productivity.

🎯 Requirements

• Minimum of 3 years of experience as an Executive Assistant, Virtual Assistant, Project Coordinator, Operations Coordinator, or similar role. • Previous experience supporting an executive, founder, business owner, or senior leadership team is highly preferred. • Demonstrated experience using AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms. • Strong understanding of how AI can be used for research, content creation, workflow improvement, documentation, and administrative automation. • Project management experience with the ability to manage multiple projects, deadlines, and priorities simultaneously. • Excellent written and verbal English communication skills. • Strong phone communication and customer service skills. • Advanced proficiency with Google Workspace and/or Microsoft Office. • Experience with project management platforms such as Asana, ClickUp, Monday.com, Trello, Notion, or similar tools. • Familiarity with CRM platforms such as GoHighLevel, HubSpot, Salesforce, Zoho, or equivalent systems. • Strong calendar and inbox management experience. • Excellent organizational and time-management skills. • Exceptional attention to detail and ability to follow through on tasks. • Strong problem-solving skills and ability to work independently. • Ability to anticipate needs, take initiative, and proactively identify solutions. • Comfortable learning and implementing new software, systems, and technology. • Ability to manage confidential information with discretion and professionalism. • Strong ability to prioritize urgent and high-impact tasks while maintaining accuracy. • Highly dependable, resourceful, and adaptable in a fast-paced business environment. • Willingness to take ownership of responsibilities rather than waiting for step-by-step instructions.

🏖️ Benefits

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