Executive Assistant / Project Coordinator to Founder | Organization + AI + Marketing | Work From Home

Full-Time Remote | Philippines | Starting at ₱40,000/Month | U.S. Eastern Time Hours | Permanent Work From Home

About the Role

I'm an entrepreneur managing several online businesses, and I'm looking for a highly organized, intelligent, and resourceful Executive Assistant / Project Coordinator to work directly alongside me full-time.

This is not a traditional Executive Assistant position focused mainly on calendar management, travel booking, or basic administrative work.

The most important part of this role is organization, follow-through, and keeping multiple priorities moving at the same time.

I have several businesses, projects, meetings, advertising accounts, ideas, deadlines, and tasks moving at once. I need someone who genuinely enjoys bringing order to that environment, keeping track of details, following up on loose ends, making sure nothing falls through the cracks, and helping me stay focused on what needs to happen next.

This is not an entry-level Virtual Assistant position.

You must already have professional experience working as an Executive Assistant or Executive Virtual Assistant and understand the fundamentals of supporting a founder, CEO, entrepreneur, or senior executive.

I will teach you my businesses, advertising, reporting systems, processes, and how I use AI. I am not expecting you to already know everything.

What I care about most is finding someone who is extremely organized, smart, proactive, reliable, resourceful, communicates well, learns quickly, and wants to grow into a much larger role over time.

Required Experience

Prior Executive Assistant experience is required.

You must have:

At least 1 year of professional experience working as an Executive Assistant, Executive Virtual Assistant, or in a very similar role.
Experience directly supporting a founder, CEO, entrepreneur, business owner, or senior executive.
Experience managing multiple tasks, deadlines, follow-ups, and priorities.
Strong written and spoken English.
Experience using task-management, project-management, calendar, or collaboration tools.
Experience working independently and communicating directly with an executive.

2+ years of Executive Assistant experience is preferred, particularly if you have supported an entrepreneur, founder, agency owner, or executive managing multiple projects or businesses.

What You'll Primarily Do
Executive Organization & Task Management

This is the most important part of the job.

You will help make sure my priorities, tasks, deadlines, follow-ups, and open projects are organized and visible.

Responsibilities include:

Maintain and continuously update my master task list in Notion.
Capture tasks from messages, meetings, voice notes, screenshots, and conversations.
Keep priorities, deadlines, statuses, next steps, and open items organized.
Maintain your own task list and keep me updated on what you are working on.
Help prepare a short daily list of what needs my attention.
Make sure important deadlines, commitments, and follow-ups are not forgotten.
Join a short daily call with me to review priorities and outstanding work.
Keep Google Calendar updated when meetings, deadlines, or important commitments need to be reflected there.
Flag anything that is blocked, overdue, missing information, or requires my input.
Provide a short end-of-day update covering what was completed, what remains open, and what should happen next.

The goal is simple:

Important things should not disappear because I forgot to follow up on them.


Project Coordination

You will also help keep projects moving across several different businesses.

This may include:

Track projects, owners, deadlines, statuses, and next actions.
Follow up on assigned work and make sure projects continue moving.
Keep project documentation current.
Identify missing information or blockers preventing something from being completed.
Organize information so I can quickly understand what is happening without digging through messages and documents.
Keep track of several unrelated projects without losing context.
Make sure action items from meetings make their way into our task system.
Help turn rough ideas into organized next steps.
Follow up with me or other team members when something important is still outstanding.

I will provide direction and context.

Your job is to help turn that direction into organized execution.


Meetings, Research & Documentation

A lot of important information comes through meetings, calls, messages, and conversations.

You may:

Review meeting transcripts and AI-generated notes.
Extract decisions, action items, owners, deadlines, and important follow-ups.
Update Notion after meetings.
Prepare concise meeting summaries.
Keep important documentation organized and easy to find.
Research clearly assigned business questions, competitors, products, software, or other topics.
Compare options and summarize your findings.
Prepare background information before meetings or decisions.
Use good judgment to give me the important information instead of sending large amounts of unorganized research.
Marketing & Paid Advertising Exposure

I work heavily in digital marketing, e-commerce, and paid advertising.

Because of that, this role will gradually get exposure to:

Google Ads
Meta Ads
E-commerce
Shopify
Landing pages
Marketing analytics
Advertising creative
Performance marketing
Conversion optimization

Prior media-buying experience is not required.

If you have experience working for a digital marketing agency, e-commerce company, marketing team, or around Google Ads or Meta Ads, that is a strong plus.

If you do not, I can teach you.

Initially, I may train you to:

Check advertising accounts using a simple checklist.
Review basic metrics such as spend, revenue, conversions, ROAS, CPA/CAC, and other KPIs.
Update daily and weekly reporting.
Compare current performance with previous periods.
Prepare screenshots and account information before I review campaigns.
Flag unusual changes or potential problems for me to investigate.
Maintain a log of important advertising changes.
Help organize marketing projects and creative work.

You are not expected to independently manage advertising campaigns when you start.

If you are interested, analytical, and learn quickly, there will be opportunities to learn much more about media buying and performance marketing over time.

AI, ChatGPT & Claude

AI will be an important part of how we work.

You should be comfortable with technology and preferably already have some experience using tools such as ChatGPT, Claude, or similar AI tools.

You do not need to be an AI expert.

I can teach you how I use AI. What matters more is that you are curious, willing to experiment, and interested in becoming very good at using these tools.

You may use AI to help:

Research unfamiliar topics.
Organize messy information.
Analyze information and reports.
Summarize meetings and documents.
Draft emails and written communication.
Create first drafts of LinkedIn posts, newsletters, and other marketing content.
Improve processes and workflows.
Turn rough notes or ideas into organized work.
Learn unfamiliar topics faster.

I do not want someone who blindly copies and pastes whatever ChatGPT produces.

You should be willing to think, review the output, fact-check important details, improve weak answers, and make sure the final work actually solves the assignment.

The Person I'm Looking For

This section matters more to me than having the perfect résumé.

Extremely Organized

You naturally create structure.

You keep track of deadlines, details, follow-ups, next steps, and unfinished work without needing someone to constantly remind you.

You should genuinely enjoy keeping things organized.

Intelligent and a Fast Learner

You can learn unfamiliar software, businesses, processes, and concepts quickly.

You do not need every new task explained five different times before you understand it.

Resourceful

When you do not know how to do something, your first instinct should be:

"Let me look into this and see if I can figure it out."

You research, use the tools available to you, make a reasonable attempt, and then ask intelligent questions if you are still blocked.

Proactive

You do not need to be told every tiny next step.

If something obvious needs to happen, you notice it.

If an important deadline is approaching, I should not have to be the person reminding you about it.

Detail-Oriented

You notice missing information, inconsistencies, errors, unfinished tasks, and things that do not make sense.

Excellent at Managing Multiple Priorities

You can move between several businesses and unrelated projects during the same day while still knowing where everything stands.

Strong Communicator

Excellent written and spoken English is important.

You should be able to take complicated information and communicate it clearly and concisely.

Reliable and Responsive

If you say something will be completed, I should be able to trust that it will be completed or that you will tell me immediately if something is preventing it.

Comfortable Working Closely With a Founder

You should be comfortable with frequent communication, changing priorities, rough ideas, and occasionally receiving incomplete instructions.

You should be able to create structure from that information rather than becoming overwhelmed by it.

Curious

You should be genuinely interested in learning about business, AI, digital marketing, e-commerce, systems, and entrepreneurship.

Comfortable With Feedback

You will receive feedback, especially while learning how I work.

I want someone who uses feedback to improve quickly.

Strong Plus, But Not Required

Experience with any of the following would make you a stronger candidate:

2+ years of Executive Assistant experience.
Experience supporting an entrepreneur or founder.
Project Coordinator or Operations Coordinator experience.
Digital marketing agency experience.
E-commerce experience.
Google Ads or Meta Ads exposure.
Shopify.
Notion.
Google Sheets.
Google Workspace.
Slack.
ChatGPT.
Claude.
Marketing reporting or analytics.

You do not need all of these.

I care much more about having a strong Executive Assistant foundation and the right personality than checking every technical box.

What Working With Me Will Be Like

You will work directly with me and communicate with me frequently throughout the day.

There will be more communication at the beginning while you learn the businesses, my priorities, and how I work.

You should be comfortable receiving information through:

Messages
Calls
Voice notes
Screenshots
Documents
Spreadsheets
Meeting transcripts

Sometimes my instructions may begin as a rough idea rather than a perfectly organized assignment.

Part of becoming excellent at this role will be learning how to take that messy information and turn it into organized action.

I do not want to micromanage someone forever.

The goal is for you to gradually learn how I work, become more independent, and take increasing responsibility off my plate.

Growth Opportunity

I'm looking for someone who wants a long-term opportunity, not simply another temporary VA job.

For the right person, this role can grow significantly.

Depending on your interests and abilities, you may gradually learn and take on more responsibility involving:

Paid advertising
Marketing analytics
E-commerce
AI workflows
Content creation
Business operations
Process improvement
Project ownership
Reporting and analysis
Systems and automation

Someone who becomes highly valuable, reliable, and increasingly independent can grow into a much larger role with significantly greater responsibility.

Compensation can grow with that responsibility and demonstrated value.

Compensation

Starting compensation: ₱40,000 PHP per month, full-time.

This is a starting point, not necessarily a hard maximum.

I am willing to offer a higher starting salary for an exceptional candidate with stronger Executive Assistant experience, particularly relevant experience, excellent communication, or demonstrated ability.

There is also meaningful opportunity for compensation growth over time as you become more capable and take on additional responsibility.

Schedule

Full-time, 40 hours per week.

This position requires reliable working-hour overlap with U.S. Eastern Time.

Please only apply if you are genuinely comfortable consistently maintaining this schedule.

How to Apply

Please submit:

Your résumé.
A short written introduction explaining why you think you would be a strong fit for this specific role.
A 3 to 5 minute Loom or video introduction answering the following questions:
Tell me briefly about yourself and your recent Executive Assistant experience.
Who have you directly supported in the past, and what were your main responsibilities?
How do you personally keep track of many tasks, deadlines, follow-ups, and projects at the same time?
Give me an example of something important that could have fallen through the cracks, but you caught it or followed up on it.
Give me an example of something you had to learn quickly without already knowing how to do it.
How do you currently use ChatGPT, Claude, or other AI tools?
Have you had any exposure to digital marketing, paid advertising, e-commerce, or working with an entrepreneur? If yes, tell me about it. This experience is not required.

Please speak naturally.

Do not read an AI-generated script.

I care much more about seeing how you naturally communicate and think than receiving a perfectly polished answer.

Finally, at the very end of your application, write:

"I read the entire job description."

Applications that do not include this sentence will not be considered.