Executive, Business Operations Virtual Assistant

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

📋 Description

• Oversee and prioritize the executive's inbox at least twice a day.

• Compose responses in the Client's voice and dispatch approved routine replies.

• Organize the executive's schedule, daily priorities, focused work periods, appointments, travel time, and meeting buffers.

• Prepare morning briefs, end-of-day summaries, and weekly planning reviews.

• Create briefing materials and agendas for internal, client, and vendor meetings.

• Monitor meeting action items, communicate decisions, follow up with responsible parties, and ensure commitments are fulfilled.

• Research and coordinate speaking engagements, industry association events, networking opportunities, and customer events.

• Manage event submissions, registrations, speaker materials, travel arrangements, deadlines, invitations, RSVPs, vendor interactions, and follow-ups.

• Assist with AI-driven blog, social media, podcast promotion, and email marketing workflows.

• Collaborate with the external marketing agency and route drafts for executive sign-off.

• Support the “Off the Stack” podcast through guest outreach, scheduling, and briefing notes.

• Utilize AI tools for drafting, summarizing, meeting preparation, and recurring administrative tasks, while ensuring the accuracy and tone of outputs.

• Identify repetitive workflows and suggest automation possibilities.

• Maintain client milestone calendars and prepare check-ins, follow-ups, thank-you messages, digital gifts, and e-cards.

• Keep client contact records updated and coordinate physical correspondence with the local team.

• Track expenses, gather receipts, submit expense reports, and manage subscriptions and renewals.

• Organize files, SOPs, and shared folders; write and update SOPs as needed.

• Manage personal appointments, family obligations, online errands, bookings, renewals, orders, and reservations.

• Handle confidential business, client, financial, and personal information in accordance with security and data-handling protocols.

• Safeguard the founder's time and attention while nurturing client relationships and ensuring operational continuity.

⛳️ Requirements

• Over 3 years of experience supporting a founder, CEO, or senior executive, preferably based in the US.

• Proficient in utilizing AI tools such as Claude or ChatGPT daily, with examples of time-saving applications.

• Exceptional written and verbal English skills, with the ability to replicate someone else's voice effectively.

• Experience managing a busy inbox and calendar using Microsoft 365.

• Highly organized, demonstrating a history of diligent follow-up until tasks are completed.

• Sound judgment regarding what requires the Client's attention and what does not.

• Proven ability to handle confidential business and personal information discreetly.

• Availability to work during US Eastern time business hours.

• Access to reliable internet and a quiet, private workspace.

• Experience in a Managed Service Provider (MSP), IT services, or professional services firm (preferred).

• Background in coordinating events remotely with venues and vendors (preferred).

• Experience collaborating with a marketing agency or outside vendors (preferred).

• Background in supporting marketing or podcast production (preferred).

• Proactive in anticipating needs rather than waiting to be asked.

• Comfortable making decisions and taking ownership of the outcomes.

• Eager to explore new tools and quick to experiment with them.

• Composed under pressure when priorities change mid-day.

• Familiarity with Microsoft 365, including Outlook, Teams, OneDrive, and SharePoint.

• Competence with Claude and other AI assistants.

• Reliable internet access and a private workspace.

🏝️ Benefits

• Training provided on tools that have not been previously utilized.

• Opportunity for remote work.

• Full-time dedicated support role.

• Ongoing support from the recruiting company.

• Access to AI tools and automation workflows to enhance productivity.