Executive Assistant – AI, Project Management

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

📋 Description

• Oversee and maintain executive calendars, appointments, meetings, and scheduling priorities.

• Facilitate 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.

• Professionally handle inbound and outbound phone calls with clients, prospects, vendors, team members, and business partners.

• Screen and prioritize calls, emails, messages, and other forms of communication.

• Act as a liaison between the executive, internal team, clients, and external partners.

• Perform daily administrative tasks and ensure responsibilities are completed accurately and punctually.

• Leverage AI tools to enhance productivity, conduct research, create documents, summarize communications, and optimize workflows.

• Identify opportunities for AI and automation to minimize repetitive administrative tasks and enhance business processes.

• Develop, enhance, and maintain AI-assisted workflows, templates, SOPs, prompts, and systems.

• Monitor project tasks, deadlines, deliverables, owners, and statuses across various projects.

• Maintain project management platforms and prepare project updates, reports, meeting notes, action items, and follow-up lists.

• Keep track of outstanding tasks and proactively remind team members and leadership of deadlines and commitments.

• Conduct research on clients, prospects, competitors, industry trends, tools, vendors, and business opportunities.

• Prepare presentations, spreadsheets, reports, proposals, documents, and other materials for leadership.

• Organize and maintain digital files, documents, contracts, reports, and confidential information.

• Update CRM systems, databases, spreadsheets, and internal records.

• Assist with client and prospect follow-ups, sales, marketing, recruiting, and operational initiatives.

• Coordinate interviews, candidate communications, recruiting follow-ups, travel arrangements, appointments, events, and executive logistics.

• Monitor executive priorities and proactively recognize tasks that need attention.

• Develop and document standard operating procedures and internal processes.

• Enhance team communication, organization, and accountability across ongoing projects.

• Handle confidential information with discretion and professionalism.

• Take charge of special projects and ad hoc leadership assignments.

• Proactively enhance efficiency, organization, communication, and executive productivity.

⛳️ Requirements

• At least 3 years of experience as an Executive Assistant, Virtual Assistant, Project Coordinator, Operations Coordinator, or a similar role.

• Prior experience supporting an executive, founder, business owner, or senior leadership team is highly preferred.

• Proven experience utilizing AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms.

• Strong understanding of how AI can be applied for research, content creation, workflow enhancement, documentation, and administrative automation.

• Project management experience with the capacity to manage multiple projects, deadlines, and priorities simultaneously.

• Excellent written and verbal communication skills in English.

• Strong phone communication and customer service abilities.

• Advanced proficiency in 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 experience in calendar and inbox management.

• Exceptional organizational and time-management skills.

• High attention to detail and the ability to follow through on tasks.

• Strong problem-solving skills and the capacity to work independently.

• Ability to anticipate needs, take initiative, and proactively identify solutions.

• Comfortable with learning and implementing new software, systems, and technologies.

• Ability to manage confidential information with discretion and professionalism.

• Strong capability to prioritize urgent and high-impact tasks while ensuring 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

• Opportunity to work from home.

• Chance to contribute to a growing business by enhancing efficiency and client experience.

• Supportive and collaborative work environment.

• Bonus pay.