Strategic Operations Partner & Executive Assistant to U.S. Founder

Remote – Philippines | Full-Time | 7:00 AM – 3:00 PM CST | Long-Term Growth Role

This is not a typical EA or VA role.

You will work directly with the founder of a U.S.-based safety and construction products company. This is a strategic operations role — part Chief of Staff, part systems builder, part execution engine.

We are an AI-driven company actively building out automated agent teams that handle business functions. You will be part of that build. Not as a developer — as a curious, capable partner who helps research, test, implement, and expand what we’re creating together.

Our previous EA performed so well we promoted her into sales. We build people up here.

WHO WE'RE LOOKING FOR
You are a finisher.

The founder generates ideas, sets direction, and hands things off. You catch them, organize them, build systems around them, and make sure nothing disappears. You don’t need all the information before you start. You move with what you have, figure out the rest, and close the loop without being reminded.

You are technically curious.
You have experience with tools like Notion, HubSpot, or similar platforms. When you encounter something new — a tool, a workflow, an AI agent — you explore it, figure it out, and come back with a working answer rather than more questions.
You think in systems.
When you do something twice, you build a process so it doesn’t have to be done manually a third time.
You are practical, not just conceptual.
You don’t just design systems in theory — you implement them, test them, and make them actually work.
You are a calm counterweight.

The founder moves fast and generates more ideas than can realistically be executed in any given week. You capture those ideas, organize them into priorities, and respectfully push back when the calendar is overcommitted or the focus is drifting.

WHAT YOU'LL ACTUALLY DO

The role has two layers.

Daily Operations
- Monitor and triage the founder’s inbox and flag what needs attention
- Manage calendar and protect deep work blocks from low-value meetings
- Coordinate with a small remote team via Microsoft Teams — catching internal requests directed at the founder, ensuring nothing gets lost, and closing the loop
- Track follow-ups in HubSpot CRM
- Run a daily morning brief that gives the founder a clean, scannable view of priorities

Systems & Build-Out
- This is where the role gets interesting. You will work alongside the founder to build our company operating system in Notion — SOPs, knowledge bases, project dashboards, call transcript processing, and AI workflow integrations. You will help research tools, test implementations, document what works, and expand our growing AI agent infrastructure. You won’t be doing this alone — you’ll be doing it with the founder as a thought partner and active participant in what gets built.

If you are genuinely excited by the idea of helping build systems that automate business functions and make the company smarter over time, this role will energize you.

TECHNICAL BACKGROUND WE'RE LOOKING FOR
Hands-on experience with one or more of the following matters — not optional:
- Notion — building databases, dashboards, and SOPs, not just using pages
- HubSpot or similar CRM
- Microsoft Teams and Office
- AI tools — ChatGPT, Claude, or similar — used regularly and with genuine interest in what they can do

You do not need experience with AI agents specifically. You need genuine curiosity about how they work and the technical aptitude to learn quickly alongside someone who is actively building them.

WHAT WE CARE MOST ABOUT
Ownership and execution discipline. Everything else is secondary.
- You finish what you start
- You close loops without reminders
- You move forward with 80% of the information and communicate clearly about the other 20%
- You improve systems without being asked
- You tell the founder when something doesn’t make sense — calmly, directly, and without drama

We cannot train ownership. We can train everything else.

“Batteries Included” — WHAT THAT MEANS HERE
Within 30 days: Inbox and calendar running smoothly, HubSpot follow-ups tracked, internal team coordination flowing without the founder as the bottleneck.

Within 90 days: Notion is becoming our operational home base, at least one repeatable process is documented and running without founder involvement, and you are making decisions independently within your authority level.

WORK STRUCTURE
- 7:00 AM – 3:00 PM CST
- Major Philippine holidays respected
- U.S. holidays may be catch-up days
- Camera-ready professionalism required for video calls
- Results matter more than activity — breaks are self-managed

GROWTH PATH
This role can grow into operations leadership, AI systems coordination, or strategic project management as the company expands. We reward people who take ownership and build things that last.

To Apply
Answer all five questions thoughtfully. Short or generic responses will not be reviewed.

1. Describe a time you respectfully disagreed with a manager or employer. What happened and what was the outcome?
2. Your boss hands you a new project with minimal instructions and says “figure it out and come back with a plan.” What do you do in the first 24 hours?
3. Describe a system or process you built from scratch. What was the problem, what did you build, and what was the result?
4. What tools do you currently use to stay organized and manage multiple priorities? Be specific — and tell us how you use AI tools in your daily work if at all.
5. What is your expected monthly salary in Philippine Pesos?

We are looking for the person who reads this and thinks “that’s exactly how I work and exactly what I want to be building.”

If that’s you — apply.