US Virtual Assistant

Position: Executive Assistant

Job Description:

• Email Management: Manage the owner's inbox by triaging, prioritizing, flagging, and drafting responses.
• Inbox Filtering: Surface only the items that require the owner's direct attention. Delete solicitations and inform the sender to “unsubscribe”
• Calendar Management: Coordinate work and personal schedules, including reminders and meeting preparation.
• Workflow Tracking: Track tasks, commitments, and follow-ups across various meetings and projects.
• Deadline Oversight: Proactively remind the owner of upcoming deadlines, decisions, and pending items.
• Meeting Support: Attend meetings as required and produce clear action notes.
• Coordination: Act as a liaison between internal staff, vendors, and other external parties.
• Accountability: Serve as the primary follow-up point to ensure all assigned tasks are completed.
• AI Integration & Process Innovation: Leverage AI models (e.g., ChatGPT) across operations. Research and identify opportunities to integrate AI into daily workflows and systems, streamline research projects, and assist with vendor assessments and market comparisons.
• Digital Organization: Maintain organized digital filing systems and internal project trackers.
• Process Improvement: Support and implement workflow optimizations and process improvements.

Key Qualifications:

• 4+ years assisting an executive/owner, with 2+ years assisting owner/executive in the US
• Computer/online savvy. Ability to use a variety of online applications including: AI (e.g. Chat GPT), Zoom, CRM (HubSpot) LinkedIn, Google Suite and Office 365 tools (including Outlook).
• Intermediate skill for PC using google apps, Microsoft Office (Excel, Word, Power Point), and email tools.
• Experience using ai (e.g. Chat GPT)
• Tech savvy, able to learn new apps quickly
• Strong Written and Oral English + interpersonal skills to communicate effectively
• Ability to problem solve
• High ability to “Get Stuff Done” and “Figure It Out”
• Fast learner (i.e., quick “pick up”)
• Strong attention to detail / highly organized
• Committed to growth and learning
• Reliable, and proven track record to work “night shift” in Philippines

Shift / Hours:

Monday – Friday in one shift, 7:00 AM EST – 4:00 PM EST and 8:00 AM EST – 5:00 PM CST outside of DST. Note this is +13 or +14 Philippine time, which will be 7:00 PM PHT – 4:00 AM in PHT.