Executive Assistant

This is a fully remote position, open to applicants in Philippines, +1 more country.

📋 Description

• Organize both business and personal travel arrangements, which include flights, hotel bookings, and detailed itineraries.

• Oversee household and family coordination activities, including managing appointments and making reservations.

• Monitor action items and ensure follow-ups from meetings are tracked effectively.

• Compose routine correspondence on behalf of the founder.

• Utilize AI tools such as ChatGPT, Claude, and others for research, drafting, reporting, and enhancing workflows.

• Create standard operating procedures (SOPs), develop recurring spreadsheets and dashboards, and pinpoint opportunities for automation.

• Organize and maintain the structure of Google Drive and Dropbox folders, ensuring de-duplication and proper archiving.

• Assist in administrative operations for new office openings.

• Manage launch checklists, shipping logistics, vendor relations, and market research tasks.

• Coordinate the setup of billing systems, landlord portals, ACH/autopay enrollment, and Ramp account configurations.

• Communicate with landlords regarding invoices, portal access, and payment confirmations.

• Keep accurate records and maintain status trackers across various operational tools.

• Update operations manuals and refresh SOPs as needed.

• Monitor automation projects and process improvement initiatives.

• Facilitate handoffs, scheduling, and documentation between the Operations Lead, internal team, and external contractors.

⛳️ Requirements

• Minimum of 2 years of experience as an executive assistant, virtual assistant, or operations support specialist.

• Practical daily experience with AI tools such as ChatGPT and Claude.

• Proficiency in spreadsheets at an intermediate level, including Google Sheets/Excel formulas and data management.

• Familiarity with Google Workspace and Dropbox platforms.

• C1 level proficiency in English is required.

• Excellent written and verbal communication skills in professional English.

• Strong ability to follow through on multi-week assignments with minimal supervision.

• Previous experience supporting startup founders, small business owners, or multi-location/franchise operations is preferred.

• Familiarity with Asana, Ramp, or QuickBooks is a plus.

• Basic experience related to accounts payable is preferred, including billing coordination, vendor onboarding, or landlord logistics.

🏝️ Benefits

• Clear pathway to full-time employment (~40 hrs/week).

• Flexible remote work options available.

• Chance to contribute to a rapidly growing and innovative medical certification training network.

• Exposure to AI tools and workflow processes.