Executive Assistant – Business Operations, BD Support

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

📋 Description

• Assist the Founder with operational tasks and daily logistics management.

• Achieve Inbox Zero by managing emails and calls/texts effectively.

• Prioritize and respond to communications on behalf of the Founder when appropriate.

• Take ownership of the Founder's calendar and safeguard focus time.

• Organize meeting scheduling, confirmations, preparations, and take notes.

• Keep the CRM and business-development pipeline updated.

• Assist in prospecting and monitor business-development activities from start to finish.

• Coordinate the drafting of proposals and bids, including those for government projects addressing technical and policy matters.

• Oversee timelines for proposals, formatting, and input from contributors.

• Highlight deadlines hidden within procurement documents and amendments.

• Arrange business travel, including flights, accommodations, and detailed itineraries.

• Evaluate event and conference invitations while identifying scheduling conflicts.

• Apply the Founder's established preferences when organizing travel and events.

• Manage recurring expense reporting and reconciliation tasks.

• Research relevant industry conferences and organize logistics for attendance.

• Act as a communication bridge between the Founder and the internal team.

• Manage doctor appointments and other personal logistics as required.

• Create a company scorecard and provide timely updates on priorities, progress, and deadlines.

• Assist in publishing social media content.

• Support planning and coordination of future events.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Coordinator, or a similar role in support of senior leadership, preferably within a technical or startup environment.

• Exceptional written and verbal communication skills.

• Proficient in technology and comfortable using platforms such as Slack, Gmail, Google Workspace, CRM/project management tools, and digital ecosystems.

• Able to independently learn new tools and set up automations.

• Strong organizational skills and ability to prioritize effectively.

• Capacity to work independently in an asynchronous, distributed team setting.

• Proven track record of managing sensitive information with discretion.

• Proactive, self-motivated, and able to operate with minimal supervision.

• Dependable in managing calendar commitments and meeting deadlines.

• Experience in supporting business development, maintaining CRM, or coordinating sales pipelines is advantageous.

• Familiarity with coordinating proposals or bid documents is a plus.

• Basic understanding of expense reporting, reconciliation, or bookkeeping is preferred.

• Must have reliable high-speed internet and a modern home office setup.

• Previous experience supporting executives or leadership teams is a plus.

• Comfort in giving and receiving direct feedback is a plus.

• Ability to navigate complex procurement documents is a plus.

• Willingness to eventually take on full email/inbox management is a plus.

• Basic proficiency in technical writing is a bonus.

🏝️ Benefits

• Gain international experience.

• Enjoy the flexibility of remote work from any location.

• Join a supportive and collaborative team environment.

• Access to learning and development opportunities.

• Potential for performance bonuses.

• Paid time off (PTO).

• Health maintenance organization (HMO) coverage after 3 months.