Executive Assistant Operations

EO Staff

Philippines

3-5 Years

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Posted 14 hours ago
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Job Description

Why Work with EO Staff

EO Staff is a Virtual Assistant agency that empowers entrepreneurs, executives, and fast-growing teams with top-tier remote support. Our rigorous vetting process ensures we match clients with high-performing assistants who are proactive, reliable, and skilled reducing onboarding time and minimizing turnover.

Role Overview

We are seeking a proactive and systems-driven Executive Assistant / Ops EA (AI-First) to support a growing business in the B2B SaaS marketing industry. This firm operates as a fractional CMO partner, helping startups scale with AI-enabled marketing strategies that drive efficiency, measurable outcomes, and sustainable growth.

The Executive Assistant / Ops EA will play a vital role in ensuring the CEO and business run smoothly behind the scenes. Core responsibilities include managing multiple inboxes, coordinating complex calendars, maintaining Notion-based client workspaces, overseeing invoices and vendor management, and implementing AI-driven systems to streamline operations.

By creating structure, optimizing workflows, and ensuring no detail is missed, the Executive Assistant / Ops EA will directly enable the business owner to focus on client growth, leadership, and scaling the business.

Responsibilities:

Partner to the Client:
Be trusted gatekeeper and strategic support by managing priorities, protecting the client's time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.
Inbox & Email Management:
Manage multiple Gmail inboxes (5 accounts) to ensure important client and business communications are never missed.
Implement a reliable inbox triage system to surface only priority emails for the executive.
Ensure accurate categorization and labeling of emails to avoid errors or missed client communication.
Draft and prepare professional follow-ups and client summaries (via Slack) using AI-assisted transcripts.
Calendar & Scheduling Support:
Manage executive's calendar across multiple clients, avoiding conflicts and missed commitments.
Schedule and coordinate meetings, sprint reviews, and client check-ins on time.
Anticipate scheduling needs and provide reminders to keep priorities on track.
Support personal scheduling (e.g., personal errands) when needed.
Client Operations:
Maintain and update Notion-based client workspaces, dashboards, sprints, and OKRs.
Dedicate about 50% of time to client operations, including Slack follow-ups and meeting transcript summaries.
Keep sprint cycles organized with updated commitments and task progress.
Finance & Vendor Management Support:
Track and send invoices on time, set up recurring invoices, and manage payments using Bill.com
Ensure reliability and accuracy in financial workflows, with timely escalation of late payments.
Manage vendor hours, invoices, and payouts for subcontractors, ensuring proper tracking and cost control.
Research & AI Productivity:
Conduct research using AI tools (e.g., ChatGPT), developing effective prompts to gather insights with minimal oversight.
Provide quick, actionable summaries and recommendations from research findings to support decision-making.
Project Management:
Track project deadlines and ensure deliverables stay on schedule.
Structure and maintain Notion workspaces for clear project setup and progress tracking.
Support client engagements by creating a shared understanding of priorities.
SOP & Documentation Support:
Identify bottlenecks and implement process improvements that free up leadership's time for client growth.
Create, document, and maintain SOPs to ensure consistency and efficiency across workflows.
Continuously refine systems in Notion, Slack, and AI tools for better productivity.
Project Management:
Create and maintain SOPs and playbooks for office workflows and patient communication.
Keep documentation organized and accessible in Google Drive and physical binders.
Support implementation of structured systems to ensure processes are consistent and repeatable.
Systems Management:
Optimize workflows across Notion, Slack, Fireflies, and other AI-driven tools.
Set up integrations and automations that improve efficiency and reduce manual work.
Reporting & Insights:
Use AI to generate clear dashboards and reports for leadership and clients.
Deliver sprint reviews and operational summaries that highlight progress, blockers, and next steps.
Personal Assistance:
Manage personal scheduling (appointments, reminders, and travel coordination).
Assist with personal errands, reservations, and organizing personal to-dos.
Provide general administrative support to reduce overwhelm and create balance between business and personal priorities.

What Success Looks Like:

For the Client:

Admin and operational bottlenecks removed, allowing leadership to focus on growth.
Client workspaces in Notion are always clean, accurate, and ahead of schedule.
Invoices and operations run without needing reminders.
AI is embedded into daily operations, cutting manual work.

For the VA:

The client's time is protected and focused only on high-value, growth-driving work.
Tasks, schedules, and projects run smoothly without constant direction.
Needs are anticipated before they become problems.
Workflows are simpler, faster, and free of obstacles.
The client feels supported, less stressed, and confident their priorities are handled.
The business grows with more clients, stronger systems, and higher revenue as a result of both the client's focus and the VA's proactive contributions.

Qualifications:

3+ years proven experience as an Executive Assistant, Operations Associate, or similar role in a marketing agency or consulting firm, preferably in a remote setting.
Strong background in calendar and email management (Google Workspace/Gmail).
Advanced Notion expertise (relational databases, dashboards, templates, automations).
Comfortable with AI productivity tools (e.g., ChatGPT) for automation, summarization, and workflow optimization.
Strong project management and organizational skills; able to manage multiple clients, tasks, and deadlines.
Excellent written and verbal communication skills; able to work independently with minimal oversight.
Familiarity with finance and vendor management (invoicing, tracking, payouts); Bill.com experience preferred.
Experience documenting and maintaining SOPs/playbooks to ensure efficiency and consistency.
Proactive A-player makes sound decisions, anticipates needs, and recommends systems.
Tech-savvy and quick to adopt new tools and platforms.

Nice-to-Haves:

Experience with marketing workflows (campaigns, reporting, project management).
Familiarity with HubSpot, Slack, Fireflies, or ClickUp.
Prior exposure to fractional executive models or fast-paced consulting environments.

You're a Great Fit If You:

Are AI-first: You embrace AI tools (e.g., ChatGPT) to automate tasks, boost productivity, and generate insights.
Are Notion-native: You can confidently build, maintain, and improve dashboards, trackers, and workflows in Notion.
Are consulting/agency savvy: You understand the rhythm of supporting multiple clients, shifting priorities, and tight deadlines.
Are operationally excellent: You thrive on creating order, building time-saving systems, and proactively solving problems.
Are self-driven: You anticipate needs, execute independently, and communicate clearly without requiring hand-holding.

Time Commitment: