Executive Assistant

Executive Assistant

Location: Remote, Philippines
Job Type: Full-Time, 40 hours per week
Schedule: 8:00 AM to 5:00 PM EST, with a one-hour unpaid lunch break
Compensation: $5 per hour
Time Tracking: A company-approved time tracker must be used during all working hours

About the Role

We are seeking a versatile, proactive, and highly organized Executive Assistant to support an entrepreneur managing multiple businesses.

This position is primarily focused on executive support, customer relations, appointment coordination, follow-ups, and daily business operations. The Executive Assistant will also provide light marketing support when needed.

The ideal candidate can confidently communicate with customers, manage competing priorities, follow through without constant supervision, and adapt quickly when business needs change.

Key Responsibilities
Executive and Administrative Support

-Manage and organize email inboxes, messages, and business correspondence
-Maintain the entrepreneur’s calendar across multiple businesses
-Schedule and confirm appointments, meetings, calls, and events
-Prepare agendas, meeting notes, reminders, and follow-up tasks
-Create and update spreadsheets, reports, presentations, and business documents
-Maintain organized digital files, contact lists, and business records
-Conduct research on vendors, tools, services, competitors, and business opportunities
-Coordinate travel arrangements, reservations, and itineraries when needed
-Track deadlines, priorities, and outstanding assignments
-Follow up with team members to confirm tasks are completed on time
-Assist with personal and business-related administrative needs
-Handle sensitive information with professionalism and confidentiality

Calling, Scheduling, and Follow-Ups
-Make outbound calls to customers, leads, vendors, and business contacts
-Answer or return incoming business calls when assigned
-Schedule, confirm, reschedule, and cancel appointments
-Send appointment reminders and follow up with missed appointments
-Contact prospective customers who have expressed interest in services
-Follow up on inquiries, applications, payments, documents, and other outstanding items
-Maintain accurate notes and update customer records after each interaction
-Escalate important questions or concerns to the appropriate person

Customer Relations
-Serve as a friendly and professional point of contact for customers
-Respond to customer questions through phone, email, text, or direct message
-Check in with customers to ensure they feel supported
-Help resolve routine concerns and coordinate solutions
-Maintain consistent communication throughout the customer experience
-Build positive relationships that support customer satisfaction and retention
-Ensure every interaction reflects professionalism, care, and strong follow-through

Project and Business Support
-Coordinate projects across multiple businesses
-Track timelines, assignments, deliverables, and outstanding decisions
-Communicate with team members, contractors, vendors, and business partners
-Assist with hiring coordination, including interview scheduling and applicant follow-ups
-Help document procedures and improve administrative systems
-Identify missing information, delayed tasks, and potential operational problems
-Support other business priorities as assigned

Light Marketing Support
Marketing is a secondary part of this role. Responsibilities may include:

-Schedule approved social media content
-Make basic updates in Canva using existing templates
-Assist with captions, email campaigns, and promotional materials
-Respond to basic comments and direct messages
-Organize marketing files and campaign assets
-Track leads and update information in the CRM
-Provide basic support for promotions, launches, or events

Required Qualifications
-Proven experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar role
-Strong spoken and written English
-Professional and confident phone communication skills
-Experience scheduling appointments and following up with customers or leads
-Strong customer service and relationship-building skills
-Excellent organization and attention to detail
-Ability to manage responsibilities across multiple businesses
-Comfortable switching between different industries, priorities, and assignments
-Able to work independently and solve routine problems
-Strong sense of ownership, accountability, and follow-through
-Comfortable working in a fast-moving environment with short deadlines
-Available to work 40 hours per week during EST business hours
-Comfortable using a company-approved time tracker during all working hours
-Reliable internet connection and a dependable backup plan

Preferred Qualifications
-Experience supporting an entrepreneur with multiple businesses
-Experience making outbound calls and following up with leads
-Experience with customer retention or client relations
-Familiarity with CRM and appointment-scheduling systems
-Experience coordinating projects or remote teams
-Basic social media, Canva, or email marketing experience
-Experience with GoHighLevel or WordPress is a plus

Tools
Candidates should be comfortable using or learning:

-Microsoft Office
-Google Workspace
-Spreadsheets
-Email and calendar platforms
-CRM systems
-Appointment-scheduling tools
-Project management platforms
-Canva
-GoHighLevel
-WordPress
-Time-tracking applications

What We Offer

-Full-time remote position
-$5 per hour for 40 hours per week
-Professional development and training
-Exposure to multiple businesses and industries
-Opportunity to grow as the businesses and team expand
-Supportive and collaborative remote work environment

How to Apply

Please submit the following:

-Resume or CV
-PDF format is preferred.
-Cover Letter
-Briefly describe your relevant experience, why you are interested in the role, and why you would be a strong fit for an entrepreneur managing multiple businesses.
-Two-to-Three-Minute Introduction Video
Please include:
-Your name and location in the Philippines
-Your Executive Assistant or Virtual Assistant experience
-Your experience making calls and following up with customers
-How you manage multiple priorities and short deadlines
-An example of a customer concern or operational problem you helped resolve
-Your experience with the tools listed in this posting
-Internet and Backup Information
-Current internet speed
-Backup internet connection
-Backup power or alternative work-location plan

Time-Tracking Confirmation
Confirm that you are comfortable using a company-approved time tracker during all working hours.