Job Description:

We are seeking a highly organized, proactive, and solutions-driven Executive Assistant to support the CEO and help establish strong foundational systems for a growing organization. This role is pivotal in streamlining operations, improving efficiency, and managing team coordination to transition the company from startup mode to a well-oiled machine.

The ideal candidate is a natural problem-solver who thrives in fast-paced environments, is highly adaptable, and can take initiative to create structure where needed. They will be the CEO’s right-hand person, ensuring that day-to-day operations run smoothly while the CEO focuses on growth, strategy, and high-level client interactions.

This is a full-time, remote-friendly position with opportunities for growth as the company expands.

Top 5 Essential Responsibilities:

Systems & Operations Support

• Develop, document, and refine core operating systems and workflows for efficiency.

• Create processes for communication, project tracking, and task management.

• Identify and implement automation tools to improve business operations.

• Maintain key documents, standard operating procedures (SOPs), and project timelines.

Executive Support & Time Management

• Manage the CEO’s schedule, inbox overseeing, and priorities to maximize efficiency.

• Handle calendar management, meeting coordination, and follow-ups. Warm yet effective face of the company.

• Proactively organize tasks, deadlines, and reminders to keep the CEO on track.

Team Coordination & Communication

• Act as the main point of contact between the CEO and other team members.

• Ensure that team members understand priorities, deadlines, and expectations.

• Oversee project management tools (e.g., ClickUp, Asana, Trello) to track progress.

• Communicate updates, bottlenecks, and solutions proactively.

Tech & Administrative Management

• Manage and maintain essential business tools, CRMs, and automation systems.

• Troubleshoot basic tech issues or coordinate with IT support when needed.

• Support in organizing files, documents, and company data for easy access. Ensue the entire organization follows the system.

Problem-Solving & Process Improvement

• Identify operational gaps and inefficiencies and recommend simple, effective solutions.

• Take initiative in creating order out of chaos and implementing sustainable systems.

• Ensure smooth execution of daily operations with minimal CEO intervention.

Looking for a business partner that feels like they own that portion of the business over an employee of seeking my management of their responsibilities. Self motivated and cause driven.

Baseline Skills & Attributes Needed for Growth:

Technical & Administrative Skills:

• Project Management Tools: ClickUp, Asana, Trello, or similar.

• Calendar & Email Management: Google Suite, Outlook.

• Basic CRM & Workflow Automation: Kajabi, Zapier, ActiveCampaign, etc.

• Communication Platforms: Slack, WhatsApp, Zoom.

• Organizational & Documentation Skills: SOP creation, file management.

Personal & Leadership Abilities:

• Highly Organized & Detail-Oriented: Can juggle multiple priorities without dropping the ball.

• Proactive & Resourceful: Takes initiative, finds solutions, and doesn’t wait for instructions.

• Clear & Direct Communicator: Able to relay information concisely and effectively.

• Fast Learner & Tech-Savvy: Can quickly adapt to new tools and systems.

• Calm Under Pressure: Can manage urgent tasks and shifting priorities with ease.

Personality Type & Energy Alignment with the Brand:

This role requires a blend of structured leadership and intuitive flexibility—someone who can bring grounded, organized energy to a visionary-driven business.

• Practical & Systems-Oriented: Loves efficiency, structure, and creating order.

• Confident & Solution-Focused: Can make decisions and implement solutions independently.

• Supportive & Mission-Driven: Believes in the work and is committed to the vision.

• Level-Headed & Adaptable: Can handle rapid changes without getting overwhelmed.

• Easy smile and positive outlook

Compensation & Growth Opportunity:

• Full-time salary (commensurate with experience).

• Flexible remote work

• Potential for promotion into an Operations or Chief of Staff role as the company scales.

Benefits:

• Paid 30 business days of training (focused on both mindset and skillset).

• Work-from-home opportunity.

• 9th month, anniversary, and performance bonuses.

• Access to training resources.

• Collaborate with an excellent community of VAs.

• Weekly payment.

• Claim reimbursements every quarter for PhilHealth contributions after 6 months of tenure, and after 1 year opt between PhilHealth or HMO.

Why Join us?

Join Phyllis Song Consulting as an Executive Assistant and become an essential part of our team, ensuring smooth operations and supporting leadership in achieving key business goals. You’ll have the opportunity to streamline processes, manage key projects, and work in a flexible, collaborative environment where your contribution directly impacts the success of our clients.