Executive Operations & Automation

We are looking for a highly organized and proactive Executive Operations & Automation Virtual Assistant to support a business owner across moving and white-glove delivery, warehousing, real estate and property management, and travel businesses.

You will help organize emails, track priorities, coordinate follow-ups, and improve administrative processes so important tasks and commitments are handled on time. A major focus will be using GoHighLevel, CRM systems, AI tools, and automation to reduce manual work and create reliable follow-up systems.

Responsibilities will be introduced gradually as you learn the businesses and existing processes. This is a long-term opportunity for someone who can take initiative, identify outstanding items, and grow into a trusted executive and operations support role.

Work Schedule:
Philippine daytime hours, with availability for crossover meetings during the client’s U.S. Mountain Time business hours

Job duties and responsibilities include the following:

1. Email and Executive Support
- Monitor and organize multiple business email accounts.
- Identify messages that need the business owner’s attention or a response.
- Draft routine responses for approval and send replies when authorized.
- Track outstanding questions, commitments, appointments, bids, and follow-ups.
- Maintain a daily priority and follow-up list.
- Follow up with customers, vendors, tenants, property owners, leads, and other contacts as needed.

2. GoHighLevel and CRM Automation
- Maintain accurate contacts, opportunities, pipelines, and notes in GoHighLevel.
- Build and maintain automated email and text follow-up sequences.
- Create workflows triggered by forms, inquiries, appointments, and customer activity.
- Organize leads and ensure each has a clear next action.
- Test workflows, troubleshoot issues, and confirm automations are working correctly.
- Identify opportunities to automate recurring tasks and improve existing processes.

3. Operations and Project Coordination
- Track active projects, deadlines, and outstanding tasks.
- Follow up on requested information, quotes, documents, and pending decisions.
- Keep task-management systems updated and communicate with team members about incomplete or upcoming items.
- Create and update standard operating procedures (SOPs), checklists, and recurring task guides.
- Maintain organized digital files and business records.

4. Moving, White-Glove Delivery, and Warehousing Support
- Assist with customer and designer communication.
- Track incoming shipments and receive information.
- Maintain client and project records.
- Follow up on scheduling, deliveries, missing information, and administrative requirements.
- Assist with estimates, invoices, and supporting documentation as trained.

5. Real Estate and Property Management Support
- Assist with inquiries and lead follow-up.
- Track maintenance requests, vendor communication, leasing activity, and owner follow-ups.
- Organize property records and documentation.
- Draft routine communication for tenants, owners, vendors, and prospective clients.
- Flag items requiring the business owner’s attention or decision.

6. Travel Business Support
- Enter and organize leads in the CRM.
- Follow up with prospective travelers and existing clients.
- Maintain accurate trip and client information.
- Assist with payment reminders and group-travel communication.
- Build automated nurture and follow-up campaigns.

Tools and Platforms
- GoHighLevel: Contacts, pipelines, workflows, and follow-up automations
- Google Workspace: Gmail, Drive, Docs, Sheets, and Calendar
- ChatGPT and other AI tools: Drafting, organizing information, and supporting daily workflows
- CRM and task-management platforms
- Canva
- Online forms and automation tools

Familiarity with Zapier, Make, or similar automation platforms is an advantage.

Qualifications
- Experience in virtual assistance, executive support, or administrative operations.
- Hands-on experience using GoHighLevel and Google Workspace.
- Experience building and troubleshooting GoHighLevel workflows and automations is
especially valuable.
- Strong organizational skills and attention to detail.
- Ability to manage priorities and follow-ups across multiple businesses.
- Clear, professional, and warm written and spoken English communication.
- Comfortable drafting emails and other business correspondence.
- Able to work independently, ask questions when needed, and flag issues promptly.
- Comfortable learning new software and using AI tools responsibly with business information.
- Experience documenting processes and creating clear SOPs.
- Dependable, consistent, and interested in a long-term working relationship.

We value someone who notices when an item is still pending, takes the appropriate follow-up action, and keeps the business owner informed of its status.

Initial Priorities
Your first priorities will be to:

- Learn the businesses, tools, and existing processes.
- Organize email accounts and outstanding follow-ups.
- Establish a reliable daily task and priority-tracking system.
- Improve GoHighLevel pipelines and automations.
- Document recurring administrative processes.
- Gradually take ownership of routine tasks and follow-ups.

If you believe you're a strong fit for this position, please respond with the following:

1. A link to your resume in PDF format.
Your resume should include your contact details, a recent professional photo, and a
summary of your work experience, emphasizing tasks relevant to this role.

2. A screenshot of your PC specifications and internet speed,

3. Your WhatsApp number for easy communication.

To ensure you've read this message carefully, please include the word "SYSTEMS" in the subject line of your email.

We look forward to reviewing your application!