SENIOR EXECUTIVE ASSISTANT & OPERATIONS COORDINATOR TO FOUNDER

Location: Philippines, remote

Position: Full-time

Schedule: Monday to Friday, with meaningful overlap with New York business hours

Compensation: monthly, depending on experience and demonstrated ability


ABOUT THE ROLE

I am looking for an exceptionally sharp, trustworthy and resourceful person to become my operational right hand across several businesses, client engagements and personal responsibilities.

I am developing systems, applications and automations to manage inboxes, projects, client requests and recurring work. Your role will not be to perform every task manually. You will help ensure that the right systems are in place, information is flowing through them correctly and people are using them consistently.

You will act as my second set of eyes. You will make sure requests are acknowledged, approved actions are completed, deadlines are tracked, follow-ups happen and nothing important is quietly sitting unanswered.

We will create and maintain standard operating procedures for recurring work. You will help document how things should be handled, follow those procedures, identify where they are unclear or incomplete and help improve them as our businesses grow.

This is not a traditional virtual assistant role. I need someone who can think, organize, check, follow through and learn quickly. You will not be expected to know how to do everything immediately. What matters is that you are intelligent, curious, careful and genuinely eager to learn and develop.


WHAT YOU WILL DO

Systems, SOPs and Quality Control

• Help ensure the appropriate systems, automations and workflows are in place for recurring work

• Make sure information is being captured and routed to the correct person or project

• Create, update and organize SOPs for recurring responsibilities

• Confirm that SOPs are being followed and identify where a process is breaking down

• Test workflows from beginning to end and report anything that is missing, confusing or not working correctly

• Review dashboards, task lists and automated outputs to make sure they reflect what is actually happening

• Identify tasks, messages or client requests that have not received a response

• Recommend practical improvements when you notice a recurring problem

• Help maintain orderly, searchable files, records and project information


Act as My Second Set of Eyes

• Review projects, communications and task lists for missing actions or inconsistencies

• Check that client requests have been captured, acknowledged and assigned correctly

• Review emails, documents and deliverables for clarity, accuracy and completeness

• Confirm that names, dates, attachments, links, instructions and next steps are correct

• Flag anything that appears urgent, unusual, incomplete or inconsistent

• Remind me of decisions, commitments and deadlines requiring my attention

• Provide concise updates showing what is complete, what is outstanding and what requires a decision


Client Requests and Approved Actions

• Monitor the systems through which client questions and requests are received

• Confirm that clients receive timely acknowledgements and responses

• Prepare requests for my review or approval when necessary

• Once an action has been approved, take responsibility for carrying it through to completion

• Send follow-ups, schedule meetings, update records and coordinate next steps

• Obtain outstanding information or documents from clients, contractors and team members

• Track each request until it is fully resolved

• Escalate technical, accounting, tax, legal, financial or sensitive decisions rather than making unauthorized decisions

• Keep clear records of approvals, actions taken and outstanding matters


Project and Team Coordination

• Convert my emails, meetings, voice notes and ideas into clear tasks and next steps

• Maintain accurate project information within the systems we use

• Track deadlines, owners, approvals, dependencies and deliverables

• Coordinate with accountants, developers, designers, marketers and other specialists

• Make sure instructions and feedback are communicated accurately

• Follow up with the people responsible for each action

• Identify delays or bottlenecks before they become larger problems

• Research options and present organized recommendations


Campaigns and Business Development

• Help create and coordinate email campaigns, funnels, follow-up sequences and launches

• Organize contact lists, content, campaign assets and deadlines

• Upload and format approved content in the appropriate systems

• Coordinate with marketing, design and technology specialists when needed

• Check that automations and campaign steps are working correctly

• Track responses, follow-ups and campaign results

Prior marketing or funnel experience is helpful but not required. I am willing to teach the right person and provide access to training. You must be excited to learn new systems, tools and skills.


Personal and Confidential Support

• Assist with personal scheduling, appointments, reservations, research and administrative matters

• Organize highly confidential personal and legal documents

• Help maintain timelines, correspondence and follow-ups relating to an ongoing divorce and other sensitive family matters

• Coordinate approved communications with attorneys and other professionals

• Keep personal, client, financial and legal information strictly confidential

• Share sensitive information only with authorized individuals

This role does not involve providing legal, tax, accounting or financial advice. It requires careful organization, discretion and reliable follow-through.


WHAT SUCCESS LOOKS LIKE

• There is a clear and documented process for recurring work

• Systems and automations are checked rather than assumed to be working

• Client requests are captured, acknowledged, approved and completed

• Emails and other communications receive appropriate responses

• Important matters do not remain unnoticed or unanswered

• Projects have clear owners, deadlines and next steps

• Approved actions are followed through until there is a clear resolution

• Potential problems are identified early

• Information is organized and easy to locate

• I can delegate something and trust that it will not be forgotten

• You become increasingly capable of managing recurring responsibilities independently


WHO I AM LOOKING FOR

You will be a strong fit if you:

• Have at least three years of experience supporting a founder, executive or senior professional

• Have experience in executive assistance, project coordination, operations or client service

• Write and speak excellent professional English

• Are exceptionally organized and detail-oriented

• Naturally notice when something is missing or does not make sense

• Have strong judgment and understand when to act, ask or escalate

• Are comfortable handling highly confidential information

• Can manage several different types of work without losing track of details

• Follow tasks through to completion rather than simply sending a message and moving on

• Learn new technology and processes quickly

• Are comfortable using AI tools responsibly to research, draft, check and organize

• Welcome feedback and are genuinely motivated to develop

• Can admit when you do not know something and take responsibility for learning it

• Want a long-term position that can grow in responsibility and compensation


HELPFUL BUT NOT REQUIRED

Experience with any of the following would be useful:

• Google Workspace and Microsoft 365

• ClickUp, Asana, ---------- , Notion or similar project-management systems

• CRM and email-marketing platforms

• Campaigns, funnels or marketing automation

• QuickBooks or other financial software

• Professional-services, accounting, legal or consulting businesses

• Supporting an executive across multiple businesses

• Coordinating remote employees and contractors

You do not need to arrive knowing every platform. Intelligence, initiative, judgment, discretion and willingness to learn are more important than a long list of software credentials.


COMPENSATION AND OPPORTUNITY

• ₱85,000 to ₱120,000 per month, based on experience and demonstrated ability

• Full-time, long-term remote position

• 13th-month compensation

• Paid leave

• Training and opportunities to develop new skills

• Increased responsibility and compensation as trust and capabilities grow

• Direct involvement in several businesses, client projects and new ventures


HOW TO APPLY

Please provide:

1. Your résumé

2. A video of no more than three minutes introducing yourself and explaining why this position fits you

3. Your location, availability, preferred working hours and expected monthly compensation

4. Written answers to the following questions:

Question 1: Tell me about a time you caught an error, missed action, or potential problem that someone else had overlooked. What did you do?

Question 2: A system shows that a client request has been assigned, but the client has not received a response, and the deadline is approaching. How would you handle it?

Question 3: Describe a time you were asked to use a system or complete a task you had never handled before. How did you learn what was needed?

Question 4: What would you include in an SOP to make sure another person could complete a recurring task correctly?

Question 5: What does following a task through to completion mean to you?

Applications that do not include the video and written responses will not be considered. Shortlisted applicants will be invited to complete a paid practical work simulation before the final interview.