Executive Assistant – EOS Implementer Support

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

📋 Description

• Take charge of the complete workflow for approximately 4–10 client sessions each month, which includes confirming venues, managing invoicing, tracking materials and payments/deposits, updating client records, and maintaining session trackers.

• Organize and synchronize Plaud recordings, compiling transcripts, board photos, and handwritten notes into well-structured session summaries.

• Systematically manage the inbox daily to achieve zero unread items using a four-category system; archive messages and draft/send routine responses and follow-up emails utilizing templates.

• Establish and uphold a dependable system for tracking to-dos, issues, and content/article ideas across Google Tasks, Notion, and paper notes.

• Convert collected thoughts and observations from sessions into draft articles or content pieces.

• Keep client journey records and session trackers up to date while maintaining data in Ninety.io or relevant EOS software for ratings, rocks, and outcomes.

• Oversee recurring client-session invoicing in QuickBooks, assist with bookkeeping categorization and bank reconciliation, and manage personal expense categorization.

• Arrange flights and accommodations, including Marriott Bonvoy reservations, and plan the annual multi-week summer trip along with other travel logistics.

• Handle a separate personal inbox, manage bill payments, enroll children in activities, coordinate vehicle maintenance, and monitor a legacy personal project inbox.

• Deliver structured weekly updates on session preparation, inbox status, and outstanding tasks; refine SOPs as processes are implemented.

⛳️ Requirements

• A minimum of 3 years’ experience as an Executive Assistant, Operations Coordinator, or a similar position supporting senior leadership or an independent consultant/founder.

• Exceptional written and verbal communication skills.

• Proficient with technology and comfortable navigating a diverse range of digital tools, including AI note-taking and transcription applications.

• Direct experience with, or a strong ability to quickly learn, Plaud (AI recording/transcription device).

• Familiarity with, or a willingness to learn, Ninety.io or similar EOS software, including Ninety and Bloom Growth/Stretti.

• Strong organizational and prioritization skills; capable of creating a system from the ground up.

• Demonstrated ability to handle sensitive information with discretion, including personal and financial details.

• Proactive, self-motivated, and comfortable asking, "What’s the best way to capture this?" instead of waiting for direction.

• Experience managing both business and personal tasks for a founder or executive is advantageous.

• Basic knowledge of bookkeeping, invoicing, or QuickBooks is preferred.

• Access to reliable high-speed internet and a modern home office setup.

🏝️ Benefits

• International experience

• Opportunity to work remotely from any location

• Supportive and collaborative team environment

• Opportunities for learning and development

• Potential for performance bonuses

• Paid time off (PTO)

• Health maintenance organization (HMO) coverage after 3 months