Executive Assistant & Business Operations Coordinator — Remote (Day Shift)

Executive Assistant & Business Operations Coordinator — Remote (Day Shift)
Full-Time | $650–$850 USD per month

We are a growing U.S.-based communications firm serving mission-driven organizations. We've built a high-performing, entrepreneurial team by staying lean, moving quickly, and using technology and AI to do excellent work efficiently. Now we're building the infrastructure for our next stage of growth.

We're looking for an exceptional Executive Assistant & Business Operations Coordinator to work directly with our CEO and help create an increasingly organized, scalable operation.

What this role is

The CEO says it once. You turn it into organized action.

We need someone who is a sophisticated gatekeeper of time and attention. Our CEO is most valuable when focused on clients, relationships, strategy, and developing what comes next. Your job is to eliminate everything that distracts from that — and to watch out for her like a hawk.

You screen all requests and manage her calendar defensively. You understand what deserves her time and what doesn't. You say no diplomatically on her behalf. You redirect requests to the right person. You notice when someone is taking advantage of her time. You catch problems before they become bigger issues. You're protective of her interests and reputation.

You manage her inbox proactively, triaging before she sees it and flagging what actually needs her attention. You turn voice notes into polished action. You anticipate what she'll need before she asks.

You also manage up exceptionally well. You understand her priorities and bring her options and recommendations, not problems. You know when to ask permission and when to just make the call. You own what's yours and escalate only what truly needs her input.

Sometimes you'll handle something yourself. Sometimes you'll use AI to accelerate it. Often you'll figure out who should own something and make sure it gets done. The goal is always the same: less on her plate, more getting done, and her interests protected.

Why Philippines daytime hours

We want this role working during normal daytime hours in the Philippines — not a night shift. You'll organize requests, prepare materials, coordinate with our Philippine-based team, and keep work moving while our U.S. team is offline. Limited overlap with U.S. Pacific Time will occasionally be needed for meetings or training.

English fluency is essential

Excellent written and spoken English is non-negotiable. You will communicate on behalf of our CEO in emails, calls, and writing that represents her professionally. We need someone whose English is genuinely excellent. This is how you protect her time and professional relationships.

The person we're looking for

You are steady, warm, resourceful, organized, and fiercely loyal. You have high maturity and a protective instinct. You think clearly under pressure and have sound judgment about what matters. You understand organizational dynamics — what motivates people, when to be direct, when to be diplomatic. You genuinely care about protecting the people and organizations you work for.

You notice inefficiencies and fix them before being asked. You remember context from months ago and use it to get ahead of problems. You think ahead about what will be needed tomorrow and have it ready. You also notice when something feels off — a commitment that won't get kept, a person asking for too much, a decision misaligned with her values. You bring those forward diplomatically but clearly.

You're a sophisticated communicator. You tell people no in ways that feel respectful. You manage expectations well. You can write an email that sounds like your CEO but is actually you solving something. You represent her well in every interaction.

When someone requests her time, you ask the right questions: What are you trying to solve? Does she specifically need to be involved? Often you solve the underlying problem without taking up her calendar.

When unexpected things happen, you solve them. Often she doesn't even need to know. Your natural response is: "I understand. Here are your options. I recommend this one. I'll take care of it."

You're warm but firm. People enjoy working with you because you're competent. They also know that if someone tries to waste her time or take advantage of her, you'll politely but firmly redirect them.

Requirements

At least two years as a Virtual Assistant, Executive Assistant, Operations Assistant, Project Coordinator, or similar role. Experience supporting a U.S.-based executive is a plus.

You already use AI tools or are highly motivated to become advanced at it. You understand AI makes capable people more capable — but it still requires judgment.

You're comfortable learning new software. Experience with Gmail, Google Calendar, Google Drive, Notion, Slack, project-management tools, CRMs, ChatGPT, or Claude is helpful but not required.

You have excellent judgment and discretion. You'll have access to confidential business, client, calendar, and financial information.

What success looks like

Your CEO has reclaimed significant time. Her calendar is protected and intentional. Her inbox is managed. She doesn't chase follow-ups or worry about open loops. She doesn't get interrupted by requests that could be solved another way.

She can give you work in fragments — voice notes, half-formed ideas, scattered requests — and get back polished action ready to use. Other people in the organization know to talk to you before asking for her time. They respect how you protect her schedule.

She knows you're watching out for her. You bring her problems she didn't know existed. You catch things that could have become much bigger. You protect her reputation, time, and interests.

Ideas become organized assignments. Team members know what they own. Recurring work has clear SOPs and systems.

You increasingly coordinate other support VAs so she doesn't individually manage them. You handle escalations and decisions on behalf of the team.

This is a long-term partnership. You become someone she trusts completely — someone with genuine loyalty whose judgment she can rely on completely.

How to apply

Complete our application form — it includes background questions and a short writing exercise. Then respond to this posting with a description of your relevant experience as a résumé.

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We will be in touch within 5–7 business days if we'd like to move forward.