Virtual Executive Assistant — Dispatcher (AI-Powered Executive Office)

Remote | Full-time | Based in the Philippines |

Day & night shifts — 24-hour weekday coverage

We are hiring two dispatchers — one for each shift. Know someone who'd be perfect for the opposite shift?
We strongly encourage pairs — friends or former colleagues who already work well together — to apply
together. A two-person handover team runs best on existing trust.

About the role
You'll be the command center for a Malaysia-based CEO whose ideas and requests come in around the clock
— by voice notes captured on a wearable AI device, and by messages in Telegram. Nothing moves until
someone catches the request, makes it clear, sends it to the right person, and confirms it's done. That
someone is you.

You'll run a purpose-built system that combines Telegram, Airtable, Notion, and a custom AI assistant. And you
won't just use the AI — you'll train it. Every rule you write and every task you refine teaches the system to
handle more on its own. If you want a front-row seat to AI-assisted operations rather than traditional admin
work, this is that role.

The requests span the CEO's business and personal life: scheduling and appointments, travel, wellness
sessions, VIP guests, household errands, drivers, and purchases. Two on-the-ground assistants handle the
heavy lifting — anything physical, in-person, or long-running. But this is not a "dispatch only" desk: roughly
80% of your time goes to running the system, and around 20% goes to completing quick tasks yourself —
research, outreach, bookings, calendar work — whenever doing it is faster than routing it. You'll know the
CEO's calendar cold, resolve what you can at your level, and make sure everything else reaches the right
person clearly, on time, and gets closed out.

What you'll do
- Catch everything. Monitor the Telegram workspace continuously during your shift and acknowledge
new requests within minutes. Speed of response is the heart of this job.
- Triage. Sort each request by urgency — now, today, or later — and flag urgent items to the team
immediately.
- Decipher what the boss wants. Turn shorthand, voice notes, and half-sentences into complete,
unambiguous tasks. If details are missing, hold the task and get answers from the CEO first, so no one
has to guess — and over time, learn his patterns, preferences, and routines so you get it right with
fewer questions.
- Assign clearly. Send each task to the right assistant with a complete write-up: what's needed, by
when, and any specifics — taking their schedules and workload into account.
- Own the calendar. Know the CEO's schedule cold — check it before assigning or confirming anything,
catch conflicts early, and answer schedule questions directly instead of passing them on.
- Complete dispatcher-level tasks (~20% of your time). Quick research, outreach calls and
messages, no-payment bookings, drafting, and digital admin — see the scope section below. If it's
faster to do it than to route it, you do it.
- Keep the record clean. Maintain Airtable as the single source of truth: owner, category, due time,
status, and completion notes on every task.
- Close the loop. Follow up on open tasks, chase updates before the CEO has to ask, and make sure
completed tasks post to the completions feed with proper notes.
- Keep Notion current. Document rules, preferences, SOPs, and how-tos as you learn them — Notion
is the AI's knowledge base, and it's only as good as what you feed it.
- Monitor and train the AI. Watch how the AI assistant sorts, drafts, and routes tasks; correct its
mistakes and refine its rules so it gets smarter every week.
- Raise tickets on system issues. When the AI mis-sorts something, an automation breaks, or data
looks wrong, log a clear ticket for the maintenance team: what happened, where, and how to reproduce
it. You are the system's eyes.
- Bridge to offline channels. Route requests that live outside the system (e.g., contacting drivers via
WhatsApp).
-? Hand over cleanly. Brief the incoming dispatcher at shift change so nothing is dropped between shifts.

Dispatcher-level tasks — what's in scope
Dispatching always comes first, but "I only dispatch" is not part of this role. The working rule:

If it can be done from your phone or computer in roughly 30 minutes or less, without
spending money and without being physically present — and the queue stays covered —
it's yours.

In scope (you handle these directly):
- Research: comparing options, finding contact details, checking prices, availability, and reviews, and
summarizing what you found.
- Outreach: calling or messaging restaurants, clinics, hotels, vendors, and other third parties to ask,
confirm, reschedule, or book (where no payment is required).
- Calendar work: checking availability, placing holds, sending invites, spotting conflicts.
- Digital admin: drafting messages, filling forms, compiling lists and links, chasing replies from external
parties.
- Answering the CEO directly when the answer already exists in the system (calendar, Airtable, past
notes) rather than routing the question.

Routed to the on-the-ground assistants:
- Anything physical or in-person: pickups, deliveries, setup, being somewhere.
- Anything requiring payment or the company card.
- Long-running work that would pull you off the queue — you may start it, but hand it off rather than let
messages sit.

The priority rule: if a new request arrives while you're mid-task, acknowledge and triage first. The task waits
or gets rerouted — the queue never goes quiet.

The toolkit

Telegram (your primary workspace), Airtable, Notion, ChatGPT, WhatsApp, Google Calendar, and Gmail. Full
training on the system is provided during onboarding — you'll work alongside the team that built it.

Schedule & coverage
We designed this schedule to be demanding where it matters and humane where it doesn't.
- Full-time, fully remote, anchored to Philippine Standard Time (GMT+8 — the same timezone as the
CEO in Malaysia, so no conversion ever).
- Weekdays (Mon–Fri): 8am-12am coverage between the two dispatchers
- Weekends: reduced coverage — half-day monitoring windows rather than full shifts, split between the
two of you however you agree. Most of every weekend is genuinely yours.
- Public holidays: off. In the exception is ever needed, it's arranged with you in advance
- The pace is honest: requests arrive in waves, with quiet stretches. What we measure is how fast and
how well you handle what comes in — not how busy you look.
- If a shift ever can't be covered (illness, family emergency), a fallback flow routes requests directly to the
on-the-ground assistants. Coverage is planned seriously, communication is key.
- During your shift, being reachable and responsive is the core of the job. The role isn't compatible with a
second job or other commitments during shift hours.
Must-haves
- Fluent English, written and spoken. You'll be communicating directly with the CEO and coordinating a
team all day.
- Exceptionally organized. You keep clean records without being reminded and nothing slips past you.
- Very responsive by nature. You're the kind of person who replies fast, follows up without being asked,
and finds unanswered messages genuinely uncomfortable.
- Comfortable with AI. You already use tools like ChatGPT and are excited to work with (and train) an
AI assistant daily.
- Clear, concise writing. You can turn a rambling voice note into a crisp task brief.
- Proactive judgment. You ask the right clarifying questions — including to a CEO — rather than
guessing.
- No-task-too-small attitude. You'd rather knock out a quick booking or research task yourself than say
"that's not my job."
- Discretion. You'll handle personal and business information and must be comfortable signing an NDA.
- Reliable remote work setup (see equipment below).
Equipment & workspace — you provide
- Your own computer/laptop and smartphone in good working condition.
- Stable high-speed internet (minimum 25 Mbps) with a backup connection (e.g., mobile data).
- Reliable power, with a backup plan for outages.
- A quiet environment where you can focus for a full shift.

Nice to have
- Prior experience as a virtual assistant, executive assistant, dispatcher, or coordinator — especially
supporting a founder, executive, or busy household.
- Hands-on experience with Airtable, Notion, or Telegram-based workflows.
- Experience writing prompts, SOPs, or training/configuring AI tools.
- Customer service or operations background where fast response times were measured.

Compensation & terms
- Monthly salary: starting salary is 45,000 Philippine pesos with opportunity advancement and bonuses
- Eligible for equipment allowance starting at 6 months
- Engagement type: Independent contractor
- Paid onboarding and training while the system goes live, working directly with the build team.
- Long-term role with room to grow as the system scales to support more of the executive office.

How to apply
Send your application to ---------- with the subject line: Dispatcher — [Your Name]
Include:
1. Your CV (PDF).
2. A 60–90 second voice note introduction in English — Introduce yourself and share why you want to
have this role.
3. A screenshot of your internet speed test (speedtest.net) and a one-line description of your computer
and phone devices.
4. Your preferred shift times and earliest start date.
5. Applying as a pair? Tell us who you're applying with, how you know each other, and which of you
takes which shift. Pairs who can trade shifts and cover for each other are a real plus.
Applications that follow these instructions exactly will be prioritised — attention to detail starts here.