Executive Assistant – AI-capable

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee and manage the founder’s inbox, handling HR-related and general incoming emails.

• Organize, prioritize, and archive emails and information effectively.

• Follow up on pending tasks, requests, and issues.

• Take ownership of daily administrative responsibilities while proactively identifying items that need attention.

• Assist the General Manager and Director of Operations with various administrative tasks.

• Alleviate leadership bottlenecks by assuming responsibility for delegated tasks.

• Follow up on pending insurance claims and related inquiries.

• Monitor claim progress and keep accurate records.

• Communicate with relevant parties to acquire updates and resolve outstanding items.

• Escalate issues as necessary and ensure timely follow-ups are conducted.

• Utilize Claude, ChatGPT, and other automation platforms to enhance workflows.

• Identify opportunities for automating repetitive administrative tasks.

• Aid in the adoption of AI tools within the organization.

• Help foster a culture of technology and automation utilization.

• Learn and operate within EOS processes and dashboards.

• Track KPI dashboards and highlight items that need attention.

• Assist in the implementation and rollout of Salesforce CRM.

• Organize and enhance digital systems and workflows.

• Reorganize and maintain the company's SharePoint drive and folder structure.

• Enhance document and information storage accessibility.

• Establish effective information-organization systems.

• Provide dispatch and booking support during peak times.

• Monitor incoming booking or dispatch requests and intervene when human assistance is necessary.

• Support the AI-powered booking process and resolve issues manually as needed.

• Assist with dispatch-related administration and communication tasks.

• Offer additional support during busy periods, staff shortages, or operational bottlenecks.

⛳️ Requirements

• Must be based in the Philippines.

• Prior experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Assistant, or a similar role.

• Experience supporting a founder, executive, or senior leadership team.

• Highly organized and adept at managing multiple priorities simultaneously.

• Exceptional written and verbal communication skills in English.

• Comfortable using AI tools such as Claude and ChatGPT.

• Understanding of AI and automation to enhance business processes.

• Quick learner of new software and systems.

• Strong attention to detail and ability to follow through on tasks.

• Capable of working independently without constant supervision.

• Confident in following up with individuals and keeping tasks on track.

• Practical, solution-oriented mindset.

• Eager to learn how the business operates and proactively suggest improvements.

• Must be available to work during US Central Time business hours.

• Full-time availability is required.

• Must disclose any existing ongoing roles or client commitments.

• LinkedIn profile should reflect this engagement as “Independent Contractor.”

• Experience in dispatch or transportation coordination is highly valued.

• Background in booking or scheduling is highly regarded.

• Experience in logistics or fleet coordination is highly favored.

• Customer service experience in transportation or healthcare environments is advantageous.

• Experience in non-emergency medical transportation (NEMT) is a plus.

• Familiarity with dispatch, scheduling, or booking software is highly regarded.

• Experience supporting an operations team in a fast-paced setting is a strong plus.

🏝️ Benefits

• Flexible time management as an independent contractor.

• Remote/work-from-home arrangement available.

• Long-term opportunity for the right candidate.

• Direct engagement with the business.

• Clear performance expectations and agreed contract terms.

• Potential for additional performance-based incentives or bonuses following an initial 30–60 day performance review.