Job Description:

We’re looking for a Launch Operations & Executive Coordination VA to help ensure an exciting brand launch executes smoothly.This role is perfect for someone who loves organization, systems, and bringing structure to fast-moving ideas. You’ll help manage timelines, coordinate partners, and keep important projects on track behind the scenes.

You’ll work closely with a visionary leader whose focus is creating, teaching, and strategy. Your role is to help turn those ideas into organized systems and execution.

If you love building order out of chaos and supporting meaningful work, this role could be a great fit.

Main Responsibilities:

Launch Coordination

• Track tasks related to the upcoming brand launch

• Maintain the launch timeline and project trackers

• Follow up with contractors and partners to ensure progress

Business Setup Support

• Assist with administrative setup tasks such as:

• Supporting the registration of a new company entity

• Organizing key documents

• Researching trademark preparation requirements

• Coordinating with contractors involved in the setup

Workflow & Systems Creation

• Build simple project trackers and dashboards

• Create operational checklists

• Maintain launch dashboards and task lists

• Partner Coordination

Communicate and coordinate with:

• Web developers

• Funnel builders

• Marketing partners

• Platform partners

• Document Organization

Maintain well-organized folders for:

• Intellectual property documents

• Program outlines

• Contracts

• Marketing assets

Meeting Preparation

• Prepare meeting agendas

• Capture notes and action items

• Track deadlines and next steps

• Operational Improvements

• Suggest workflow improvements

• Propose simple systems that improve efficiency

• Identify missing steps or potential gaps in the process

We sometimes ask for flexible support on related tasks, but nothing outside your skill set—and always with clear communication.

Tools You Should Be Comfortable Using:

• Google Drive

• Google Docs and Google Sheets

• Project tracking tools (ClickUp, Asana, Trello, or similar)

• Canva

• AI tools for content and organization

• Basic video editing tools

• YouTube platform tools

Ideal Candidate:

• You may be a strong fit for this role if you are:

• Highly organized and detail-focused

• A structured and systems-minded thinker

• Reliable with excellent follow-through

• Calm and steady under pressure

• A patient and thoughtful communicator

• Proactive and solutions-oriented

• A High Compliance + Steady DISC profile would likely do well in this role.

• Personality & Work Style

We’re looking for someone who is:

• Service-oriented

• Kind and respectful in communication

• Integrity-driven

• Proactive and dependable

• Comfortable supporting a visionary leader

The right person often acts as a “quiet go-getter”—someone who anticipates needs, solves problems independently, and enjoys bringing clarity to complex projects.

Work Environment

The work environment is:

• Visionary

• Fast-moving

• Purpose-driven

• Focused on growth, responsibility, and excellence

People who thrive in this role typically value:

• Personal growth

• Emotional intelligence

• Clear communication

• Ownership and accountability

• Important Traits for Success

• Exceptional follow-through

• Strong organizational instincts

• Attention to detail

• Positive and professional communication

• High integrity

Launch Operations

• Organize intellectual property documents

• Coordinate business entity formation

• Track launch tasks and deadlines

• Systems

• Build the launch checklist

• Create file structures and documentation systems

• Coordinate tasks with the web team

Schedule:

• This role starts at 15–20 hours per week.

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?

Joining the Phyllis Song Virtual Dream Team means becoming part of a supportive, innovative environment where your growth is our priority. As an Executive Assistant, you'll have the opportunity to thrive in a dynamic, purpose-driven team, contributing to impactful projects while balancing personal development and work-life harmony.