Job Description:
Virtual Dream Team is looking for an experienced Executive Assistant who thrives in a fast-paced environment supporting multiple executives at once. This role blends traditional executive support with hands-on AI automation and front-line customer service, making it ideal for someone who enjoys solving problems, improving processes, and keeping operations running smoothly.

You'll manage executive priorities, own the customer support inbox, build AI-powered workflows that eliminate repetitive work, and proactively resolve issues before they become problems. We sometimes ask for flexible support on related tasks, but nothing outside your skill set and always with clear communication.

Key Responsibilities:
• Manage executive calendars, meetings, and scheduling across multiple time zones.
• Coordinate end-to-end travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Triage executive inboxes, prioritize communications, and draft professional responses that match each executive's voice.
• Prepare meeting agendas, capture notes, and track action items through completion.
• Monitor expenses, invoices, reimbursements, and confidential business information with accuracy and discretion.
• Build and maintain AI automations using tools like ChatGPT, Claude, Zapier, Make, APIs, and no-code platforms to streamline repetitive tasks.
• Own the customer support inbox by resolving inquiries, tracking orders, coordinating with warehouse and fulfillment partners, handling shipping issues, and escalating complex cases when needed.
• Maintain SOPs, response templates, and project tracking systems in platforms such as Notion, Asana, or Trello while proactively identifying risks and keeping projects on track.

Required Tools:
• ChatGPT
• Claude
• Zapier
• Make
• Notion
• Asana
• Trello
• Spreadsheets (Google Sheets or Microsoft Excel)

What We're Looking For:
• 4+ years of experience supporting two or more executives simultaneously and at least 2 years in customer support or customer success, preferably within an e-commerce or DTC business.
• Native-level written English with exceptional grammar, professionalism, and communication skills.
• Strong independent judgment, excellent problem-solving abilities, and a proactive mindset that takes ownership of outcomes.
• Experience learning new software quickly, with confidence using spreadsheets, automation tools, helpdesk platforms, APIs, and order management systems. Experience with Kentro, CRM platforms, bookkeeping, or document formatting is a plus.
• Calm, empathetic, and solution-focused under pressure, with excellent attention to detail, discretion, and the flexibility to support evening and weekend customer coverage when required.
• Comfortable learning technical or health-adjacent products quickly. Experience with supplements or peptides is an advantage.

Working Hours:
• Full-time, 40 hours per week
• Monday to Friday, 8:00 AM to 5:00 PM PST
• Compensation: $6–$7 USD per hour

Benefits:
• Paid 30 business days of training + completion bonus
• Work-from-home opportunity
• Yearly anniversary bonus
• 9th month and performance bonuses
• Emergency Support Program
• Birthday vacation bonus
• Access to continuous training resources
• Supportive and high-performing VA community
• Weekly payments
• PhilHealth reimbursement or HMO option

Why Join us?

Join the Phyllis Song Virtual Dream Team and become part of a community that values excellence, growth, and meaningful contributions. As an Executive Assistant, you’ll have the opportunity to support successful leaders, enhance your skills, and grow your career in a flexible and empowering environment.