Executive Assistant – Operations and Client Support

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

📋 Description

• Oversee the founder’s calendar and arrange calls with clients, coaches, and internal team members.

• Organize meetings, sessions, and programs involving various participants.

• Manage the firm’s coaching management system, which includes client onboarding, engagement offboarding, and maintaining coach records.

• Ensure clients, coaches, and the internal team are kept informed and aligned.

• Handle internal communications and guarantee timely updates are distributed.

• Organize and manage logistics for coaching courses and group leadership programs.

• Assist students and participants to keep them on track and support their success.

• Draft client proposals using existing templates and enhance those templates over time.

• Design and structure materials in Canva and Google Slides.

• Conduct weekly check-in meetings with the founder.

• Create and update living Standard Operating Procedures (SOPs) for tasks under your responsibility.

• Recognize gaps, inefficiencies, and inconsistencies, and suggest practical solutions.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Assistant, Virtual Assistant, or in a comparable support role.

• Proficient in written and spoken English (C1 or above).

• Extensive experience in calendar management and scheduling for multiple parties.

• Eager to learn and manage new software systems, including CRM, client management tools, or learning platforms.

• Familiarity with Canva and Google Slides.

• Ability to communicate clearly and professionally in writing for both clients and internal teams.

• Proactive and solution-focused: you ask insightful questions, identify unclear areas, and propose actionable solutions.

• Comfortable navigating ambiguity within a small, growing company.

• Responsive and timely during agreed-upon working hours that align with US Central Time.

• Reliable high-speed internet connection and a quiet home office environment.

• Experience supporting a coaching, consulting, training, or education business is preferred.

• Familiarity with administering online courses or learning management systems is advantageous.

• Previous experience in preparing proposals or sales materials is a plus.

• Background working with nonprofits or mission-driven organizations is a plus.

• Experience writing and maintaining SOPs is beneficial.

• Comfort with utilizing AI tools to enhance efficiency is a plus.

• Knowledge of Google Workspace, Slack, and Zoom is advantageous.

🏝️ Benefits

• International experience

• Flexibility to work remotely from any location

• Supportive and collaborative team atmosphere

• Opportunities for learning and professional development

• Potential performance bonuses

• Paid Time Off (PTO)

• Health Maintenance Organization (HMO) coverage after 3 months