Executive Assistant to CEO — Full-Time Remote

# Executive Assistant to CEO — Full-Time Remote (Philippines)

**Southern Domestic Diva & Southern Diva Living**

**Location:** Remote — Philippines
**Position:** Executive Assistant to CEO
**Employment:** Full-Time — 40 Hours Per Week
**Schedule:** Monday–Friday, **8:00 AM–4:00 PM U.S. Central Time**
**Compensation:** **$6 USD per hour**

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## POSITION OVERVIEW

Southern Domestic Diva & Southern Diva Living are seeking a highly organized, proactive, and dependable **Executive Assistant to the CEO**.

This is a high-trust position for someone who can protect the CEO's time, manage important communications, coordinate follow-through, support sales and customer administration, organize events and travel, and proactively identify opportunities for business and brand growth.

We operate in the **commercial and residential cleaning industry**. Previous experience with a commercial cleaning, janitorial, residential cleaning, facility-services, property-services, or similar service-based company is **strongly preferred**.

Experience using **Xero and Stripe** for invoicing and payment administration is also strongly preferred.

This is **not a basic data-entry or general Virtual Assistant position**.

We need someone who can think, prioritize, communicate professionally, maintain confidentiality, solve problems, and follow through without requiring constant supervision.

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# YOUR PRIMARY MISSION

Your responsibility is to help the CEO operate efficiently and ensure important details do not fall through the cracks.

You will be expected to:

* Protect the CEO's time.
* Keep the CEO organized and prepared.
* Manage important communications.
* Track commitments and deadlines.
* Follow up until there is a clear outcome.
* Support sales proposals and customer follow-up.
* Assist with invoices and payment follow-up.
* Maintain accurate information in Asana.
* Coordinate events and travel.
* Identify speaking, podcast, partnership, and visibility opportunities.
* Anticipate problems before they become emergencies.
* Bring solutions and recommended next steps.

**We are looking for an Executive Assistant who takes ownership—not someone who simply waits for instructions.**

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# CORE RESPONSIBILITIES

## 1. CEO Calendar & Schedule Management

Manage and protect the CEO's calendar, including:

* Client meetings
* Sales meetings
* Internal meetings
* Speaking engagements
* Conferences
* Networking events
* Business appointments
* Travel
* Focus time
* Personal appointments when requested

Responsibilities include:

* Scheduling and confirming meetings.
* Preventing scheduling conflicts.
* Coordinating reschedules.
* Confirming attendees, locations, and meeting links.
* Adding necessary information to calendar appointments.
* Preparing reminders.
* Ensuring the CEO has the information needed before meetings and events.

**Performance Standard: Zero preventable scheduling errors or missed meetings.**

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## 2. CEO Email & Communication Management

Assist with managing the CEO's Outlook inbox and business communications.

Responsibilities include:

* Reviewing incoming emails.
* Identifying urgent and priority communications.
* Organizing messages requiring CEO attention.
* Drafting professional responses.
* Sending approved communications on behalf of the CEO.
* Following up on unanswered communications.
* Keeping important conversations from getting buried.
* Maintaining professional communication across email, text, phone, and approved business channels.

You must be comfortable communicating with:

* Clients
* Prospects
* Property managers
* Vendors
* Business partners
* Event organizers
* Podcast hosts
* Community organizations
* Sales contacts
* Internal team members

**Excellent written and spoken English is required.**

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# 3. Sales Proposals & Follow-Up

Support the CEO and sales team with proposal administration and follow-through.

Responsibilities include:

* Sending approved proposals.
* Following up after sales meetings.
* Tracking proposals in Asana.
* Maintaining organized prospect information.
* Tracking follow-up dates.
* Documenting next steps.
* Organizing business cards and sales contacts.
* Following up until there is a clear outcome.
* Escalating opportunities requiring CEO involvement.
* Attending weekly sales meetings.
* Preparing proposal and follow-up KPIs.

We expect **professional persistence**.

A proposal should not disappear because nobody remembered to follow up.

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# 4. Commercial Cleaning Industry Support

Previous experience with a **commercial cleaning company is strongly preferred**.

Relevant backgrounds include:

* Commercial cleaning
* Janitorial services
* Residential cleaning
* Facility services
* Property services
* Building services
* Other recurring field-service businesses

Experience with the following is valuable:

* Commercial cleaning accounts
* Property managers
* Facility managers
* Cleaning crews
* Field employees
* Customer communication
* Service scheduling
* Recurring accounts
* Proposals and bids
* Sales follow-up
* Quality-control communication
* Customer complaints
* Coordinating between clients, office staff, salespeople, and field crews

You do not need to know our entire operation on Day 1.

You **do** need to learn quickly, take accurate notes, retain information, and understand how the pieces of the business connect.

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# 5. Xero — Customer Invoice Administration

Previous **Xero experience is strongly preferred**.

Responsibilities may include:

* Creating customer invoices.
* Sending approved invoices.
* Locating customer invoices.
* Reviewing invoice status.
* Confirming customer information.
* Assisting with routine invoice administration.
* Following up professionally regarding outstanding invoices.
* Documenting customer communication.
* Escalating invoice discrepancies to the appropriate person.

You should understand the difference between routine invoice administration and accounting.

### Financial Responsibility Boundary

This position is **not responsible for:**

* Company bookkeeping
* Payroll
* Financial reporting
* Paying company bills
* Bank reconciliation
* Company financial management

Those responsibilities remain with company leadership and/or accounting personnel.

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# 6. Stripe — Payment Administration

Previous **Stripe experience is strongly preferred**.

Responsibilities may include:

* Creating or sending approved payment links.
* Reviewing customer payment status.
* Assisting with routine payment questions.
* Following up on outstanding customer payments.
* Documenting payment-related communications.
* Escalating disputes, refunds, discrepancies, or unusual situations to management.

Accuracy, professionalism, and confidentiality are required when working with payment information.

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# 7. CEO Brand Growth, Speaking & Public Relations

This position is expected to help **create opportunities**.

You will proactively research opportunities for the CEO, including:

* Podcasts
* Speaking engagements
* Conferences
* Panels
* Business events
* Networking opportunities
* Community events
* Award nominations
* Media opportunities
* Strategic relationships

Responsibilities include:

* Researching qualified opportunities.
* Maintaining a rolling opportunity pipeline.
* Identifying application deadlines.
* Conducting professional outreach.
* Submitting applications.
* Sending approved bios and headshots.
* Coordinating speaker information.
* Following up with organizers.
* Tracking responses.
* Documenting next steps.

We do not want someone simply waiting for opportunities to arrive.

**Part of your responsibility is helping find them.**

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# 8. Southern Diva Living Brand Partnerships

Support Southern Diva Living with brand affiliations, partnerships, sponsorships, and promotional opportunities.

Responsibilities include:

* Researching potential partners.
* Conducting approved outreach.
* Coordinating sponsorships.
* Tracking affiliate relationships.
* Managing discount codes.
* Tracking partnership requirements.
* Communicating with brand contacts.
* Tracking deliverables and deadlines.
* Following up on outstanding items.

Every active partnership should have a documented:

* Contact
* Status
* Commitment
* Deadline
* Deliverable
* Next action

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# 9. Event & Sponsorship Coordination

Coordinate administrative and logistical requirements for events, conferences, sponsorships, speaking engagements, and networking opportunities.

Responsibilities include:

* Registering the CEO for events.
* Completing event portals and forms.
* Processing approved sponsorship registrations.
* Submitting logos.
* Submitting headshots.
* Submitting bios.
* Providing advertisements and links.
* Confirming tickets.
* Confirming guest counts.
* Confirming arrival times.
* Confirming locations.
* Confirming setup requirements.
* Confirming dress requirements when applicable.
* Coordinating promotional materials and giveaways.
* Tracking event deadlines.
* Maintaining event preparation checklists.

**The CEO should arrive prepared.**

Important event requirements should not become last-minute surprises.

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# 10. Travel Coordination

Coordinate approved CEO business travel.

Responsibilities include:

* Researching flights.
* Booking approved flights.
* Researching and booking approved hotels.
* Coordinating ground transportation.
* Coordinating rental cars when needed.
* Organizing confirmation numbers.
* Preparing itineraries.
* Adding travel details to the calendar.
* Organizing relevant event information.

Travel information should be accurate, organized, and easily accessible before departure.

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# 11. Asana & Executive Project Management

**Asana will be the primary task-management and accountability system for this position.**

Responsibilities include:

* Creating tasks.
* Setting deadlines.
* Tracking CEO commitments.
* Tracking sales follow-ups.
* Tracking proposals.
* Tracking customer follow-ups.
* Tracking event requirements.
* Tracking partnerships.
* Tracking speaking opportunities.
* Updating task status.
* Documenting outcomes.
* Following up on overdue items.
* Escalating items requiring CEO decisions.

You are expected to **close loops**.

When you identify a problem, whenever possible bring:

**Problem ? Options ? Recommended Solution**

Do not simply forward problems to the CEO that you could reasonably help solve.

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# 12. Light Personal Executive Support

Occasionally assist with reasonable personal executive-support requests.

Examples may include:

* Reservations
* Appointments
* Online orders
* Household items
* Pet items
* Personal-care products
* Routine purchases
* Other reasonable administrative requests

Personal information must be handled with **strict confidentiality and discretion**.

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# REQUIRED QUALIFICATIONS

Candidates must have:

* Excellent written English
* Excellent spoken English
* Professional business communication skills
* Strong organization
* Exceptional attention to detail
* Strong follow-through
* Ability to prioritize competing responsibilities
* Good judgment
* Professional discretion
* Strong research skills
* Problem-solving ability
* Ability to work independently
* Ability to manage multiple deadlines
* Ability to learn new systems quickly
* Confidence communicating with U.S.-based clients and business professionals
* Reliable computer
* Reliable high-speed internet
* Backup internet
* Reasonable backup plan for power interruptions
* Quiet and professional remote workspace
* Consistent availability during required working hours

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# PREFERRED EXPERIENCE

Candidates with several of the following will receive additional consideration:

* Executive Assistant experience
* Commercial cleaning experience
* Janitorial industry experience
* Residential cleaning experience
* Facility-services experience
* Property-services experience
* Xero
* Stripe
* Asana
* Microsoft Outlook
* Microsoft 365
* AutoMaid
* Homebase
* Canva
* Sales proposal administration
* Customer invoice administration
* Accounts-receivable follow-up
* Event coordination
* Travel coordination
* Business development
* Speaking or podcast outreach
* Brand partnerships

Spanish is helpful but **not required**.

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# SYSTEMS & TECHNOLOGY

You should be comfortable using or learning:

* **Asana**
* **Microsoft Outlook**
* **Microsoft 365**
* **Xero**
* **Stripe**
* **AutoMaid**
* **Homebase**
* **Canva**
* **ChatGPT**
* **Microsoft Copilot**
* Company phone and text systems

We encourage responsible use of AI to increase productivity.

AI may assist with:

* Research
* Drafting
* Organization
* Brainstorming
* Translation
* Summarization

However:

**AI does not replace judgment, fact-checking, attention to detail, or accountability.**

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# WORK SCHEDULE

This is a **full-time position requiring 40 hours per week.**

### Monday–Friday

### 8:00 AM–4:00 PM U.S. Central Time

You must be consistently available and actively working during these hours.

**Do not apply if you cannot reliably work this schedule.**

Candidates should disclose any other jobs or ongoing client commitments that could interfere with this schedule.

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# COMPENSATION

### $6 USD Per Hour

### 40 Hours Per Week

This is a full-time remote position based in the Philippines.

Strong performance, reliability, increased responsibility, and demonstrated ability to operate independently may create opportunities for increased responsibility and advancement.

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# PERFORMANCE EXPECTATIONS & KPIs

Performance will be measured based on results and reliability.

Key standards include:

* Zero preventable scheduling errors.
* Priority communications handled promptly during business hours.
* Asana maintained accurately and consistently.
* Assigned proposals tracked with clear next steps.
* Sales follow-ups completed by deadline.
* Invoice follow-ups properly documented.
* Active opportunities have clear next actions.
* Weekly sales KPIs prepared.
* Speaking, podcast, award, event, and partnership pipeline maintained.
* Event and sponsorship requirements completed on time.
* Partnership commitments completed by deadline.
* Travel logistics confirmed before CEO departure.
* CEO commitments properly tracked.
* Open tasks consistently followed through to completion.

**Being busy is not the same as producing results.**

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# DO NOT APPLY IF

This role is not a fit if:

* You cannot consistently work **8:00 AM–4:00 PM U.S. Central Time, Monday–Friday**.
* You have another full-time job that conflicts with these hours.
* You regularly miss deadlines.
* You need repeated reminders.
* You disappear during scheduled working hours.
* You have unreliable internet without backup.
* You struggle to communicate professionally in English.
* You are uncomfortable communicating with clients and business professionals.
* You are uncomfortable following up with people.
* You wait for instructions before taking obvious next steps.
* You frequently forget assignments.
* You cannot manage multiple priorities.
* You resist learning new technology.
* You are looking for a low-responsibility data-entry position.
* You applied without reading the entire job description.

We do not expect perfection.

We expect **integrity, accountability, attention to detail, communication, and follow-through.**

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# HOW TO APPLY

**Generic applications will not be considered.**

Follow the instructions below carefully.

## Step 1 — Attention-to-Detail Test

The **FIRST LINE** of your application must say exactly:

**Protect the CEO's Time**

Applications that do not follow this instruction may not be reviewed.

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## Step 2 — Introduction

In **150 words or less**, tell us:

1. Who you are.
2. Where in the Philippines you are located.
3. How many years of Executive Assistant/VA experience you have.
4. Why you believe you are a strong candidate for this position.

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## Step 3 — Commercial Cleaning Experience

Tell us whether you have worked for a:

* Commercial cleaning company
* Janitorial company
* Residential cleaning company
* Facility-services company
* Property-services company

If yes, explain:

* Type of company
* Your position
* Length of employment
* Main responsibilities
* Commercial or residential accounts supported
* Experience communicating with clients
* Experience communicating with cleaning crews or field employees

If you have no cleaning-industry experience, state that clearly.

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## Step 4 — Xero & Stripe Test

Answer each question separately:

1. How many years/months have you used **Xero**?
2. What tasks did you personally perform in Xero?
3. How many years/months have you used **Stripe**?
4. What tasks did you personally perform in Stripe?
5. Have you personally created and sent customer invoices?
6. Have you professionally followed up on overdue invoices?
7. Have you worked with recurring customer payments?

**Do not simply write "Xero — Expert" or "Stripe — Expert."**

Explain what you actually did.

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## Step 5 — Written Communication Test

Write a short professional email to a hypothetical podcast host introducing our CEO and asking whether the podcast is currently accepting guest applications.

Keep the email professional and concise.

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## Step 6 — Prioritization Test

It is **9:00 AM** and you discover:

1. The CEO has two meetings scheduled for the same time at 11:00 AM.
2. A client is waiting for a proposal promised yesterday.
3. An event organizer needs the CEO's headshot by noon.
4. A potential brand partner emailed requesting a meeting.
5. The CEO asks you to research flights for an event next month.

Tell us:

**What order would you handle these five items and why?**

There is not necessarily one perfect answer.

We want to understand **how you think, prioritize, communicate, and manage risk.**

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## Step 7 — Work Setup

Provide:

* Primary internet speed
* Backup internet availability
* Computer specifications
* Backup plan for power outages
* Whether you have a quiet/private workspace
* Earliest possible start date

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## Step 8 — Schedule & Employment Confirmation

Copy and complete the following statement:

**"I confirm that I am available to work Monday through Friday, 8:00 AM–4:00 PM U.S. Central Time, for 40 hours per week."**

Then answer:

**Do you currently have another job, freelance clients, or ongoing work commitments?**

If yes, provide the working hours for those commitments.

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# FINAL MESSAGE

We are looking for someone who wants to become a **trusted extension of the CEO**, not someone who simply completes assigned tasks.

The right person will:

**Protect the CEO's time.
Communicate professionally.
Stay organized.
Create opportunities.
Maintain confidentiality.
Think ahead.
Solve problems.
Follow through.
Close loops.**

If you are serious about becoming an exceptional Executive Assistant and can meet the standards above, we encourage you to apply.