Executive Assistant

About Scaledforce

Scaledforce is a Canadian staffing company that helps growing Canadian businesses scale by hiring top-tier remote professionals. We focus on long-term placements, clear KPIs, and strong support so our team members can build stable, fulfilling and rewarding careers.

About the Client

You will support the COO of a bootstrapped and fast-growing company based in Canada that provides premium technology products to universities, healthcare centers, and large corporations across North America. With roughly 100 clients, 95% of the customer base in the US, and expansion into the UK underway, the company is scaling quickly into its next phase of growth.

The COO has been heads-down building the business from day one — wearing every hat, handling every email, and managing every renewal. That's no longer sustainable. He needs a sharp, reliable operator to take day-to-day admin off his plate so he can shift his focus to strategy and growth. This is not a corporate environment — it's a lean, scrappy team that moves fast and rewards people who take ownership.

Job Overview

We are looking for a part-time, remote Executive Assistant who will own the COO's inbox, manage client renewal administration, coordinate with the external bookkeeping team, and help build the SOPs that don't exist yet. You will also support recruiting operations, website content, and other operational tasks as the business grows.

This is not a sit and wait for instructions role. You will be expected to learn fast, triage independently, and take ownership of your lanes from week one. The right person treats every task — whether it's chasing a university procurement form or drafting an email in the COO's voice — with equal precision and urgency.

Work Schedule

•      Monday to Friday

•      10:00 AM – 7:00 PM EST (Eastern Standard Time)

•      Philippine Time: approximately 10:00 PM – 7:00 AM PHT

Salary & Incentives

Base Salary: PHP ₱36,000 – ₱42,000 per month

Quarterly Bonuses: Performance-based quarterly bonuses

Email & Calendar Management

•      Manage and organize the COO's inbox daily (G Suite) — triage, categorize, and ensure nothing falls through the cracks

•      Draft email replies that match the COO's voice and tone; send independently once trust is established

•      Schedule and coordinate meetings across time zones

•      Prepare a daily brief before the COO starts his day — who he's meeting, why, and what the goal is for each conversation

Renewal & Procurement Administration

•      Track client renewals via HubSpot and internal spreadsheets

•      Follow up on invoices sent through QuickBooks (issued 3 months in advance)

•      Navigate university and corporate procurement systems, vendor registration portals, and contracting workflows

•      Route signature requests and flag legal or tax clauses for COO review

•      Handle check image management and reconciliation with the external bookkeeper

Light Bookkeeping & AP Support

•      Coordinate with the external bookkeeping service on escalations

•      Assist with cross-border (Canada–US) wire transfer verification and documentation

•      Respond to accounts payable inquiries from client finance teams

Lead Generation & CRM Management

•      Build targeted prospect lists using LinkedIn, AI research tools, and other sources

•      Enrich contact data and log prospects into HubSpot with accurate tagging and notes

•      Maintain CRM hygiene — update deal stages, flag stalled opportunities, and ensure pipeline data stays current

•      Prepare pre-call briefs and post-call follow-up emails from meeting notes

LinkedIn Content & Social Media

•      Draft and schedule LinkedIn posts on behalf of leadership — thought leadership, industry insights, and company updates

•      Monitor and engage with comments, messages, and relevant conversations on LinkedIn

•      Repurpose internal insights and call takeaways into social content

Website Content & SEO

•      Write and publish blog posts and website content on Webflow

•      Support on-page SEO optimization (meta titles, descriptions, internal linking)

•      Research keywords and content topics relevant to the business

General Admin & SOP Building

•      Document and build SOPs for recurring processes (especially the renewal lifecycle) — this is greenfield work and critical to scaling the business

•      Handle personal admin tasks as needed (reservations, appointments, personal scheduling)

•      Support workflow improvements and identify opportunities for automation over time

•      Assist with additional operational tasks as the business grows

Required:

•      At least 3 years of experience as an Executive Assistant or Virtual Assistant supporting a US or Canadian founder, CEO, or senior executive

•      Strong written English — you will draft professional emails, client correspondence, and content daily

•      Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)

•      Proven ability to manage someone else's email inbox and calendar with discretion and good judgment

•      Experience with procurement, renewals, invoicing, or accounts payable processes

•      Experience with HubSpot (CRM) — navigating contacts, deals, and logging activities

•      Proactive mindset — you anticipate needs, spot problems before they escalate, and take initiative without waiting to be asked

•      High degree of discretion and confidentiality

•      Reliable internet connection and a dedicated, quiet workspace

Nice to Have:

•      Experience building lead lists and managing prospect data in a CRM (HubSpot, Salesforce, Pipedrive, or similar), including contact enrichment and pipeline hygiene

•      Experience creating and scheduling LinkedIn content or managing social media accounts on behalf of a founder or executive, including community engagement

•      Experience writing blog posts or website content and working with Webflow or a similar CMS platform, including basic on-page SEO optimization

•      Experience preparing sales proposals, pitch decks, or client-facing collateral from templates or call notes

•      Familiarity with QuickBooks or similar invoicing/bookkeeping tools

•      Familiarity with AI tools (e.g., ChatGPT, Claude, Gemini, Perplexity) and a willingness to incorporate them into daily workflows

•      Background working in SaaS, technology, staffing, or agency environments

•      Exposure to cross-border (US/Canada) payment workflows

•      You love being the person who keeps everything running — you get genuine satisfaction from creating order out of complexity

•      You're resourceful and scrappy — this is a bootstrapped company, not a big corporate environment, and you thrive in that kind of setting

•      You learn new tools and systems fast — one walkthrough and you're running

•      You communicate clearly and concisely — you summarize, you don't ramble

•      You're comfortable making decisions with imperfect information and course-correcting as you learn

•      You take ownership — when something is in your lane, you run it without being micromanaged

•      You're patient with legacy systems (universities still send checks) and energized by building processes from scratch where SOPs don't exist yet

•      You understand that 80% done by someone else is 100% awesome — speed and action matter more than perfection

Work-From-Home Requirements

•      Laptop or PC with Intel i5 (or equivalent) or better

•      Internet speed of at least 25 Mbps (upload & download)

•      Noise-cancelling headset

•      Power backup (UPS, generator, or nearby co-working space)

•      Quiet, dedicated home workspace with a desk

Why Join Scaledforce

Benefits & Perks:

•      13th Month Pay

•      SSS, PhilHealth, Pag-IBIG

•      HMO Health Insurance

•      Paid Time Off + Sick Leave: 10 PTO days (accrued) + 5 sick days after probation

•      Quarterly performance bonuses

•      Annual salary increases based on performance

•      Netflix subscription reimbursement

How to Apply (Important)

Please email the following to [Confidential Information]:

•      Updated resume

•      Short video (1–2 minutes) introducing yourself and your experience as an Executive Assistant — include one specific example of a time you built a process or SOP from scratch

•      Subject line: SFIB Executive Assistant – [Your Name]

*Only candidates who follow the instructions above will be considered

Shortlisted candidates will undergo:

•      Initial Scaledforce screening (30 min)

•      Skills and communication assessment (30 min)

•      Final client interview (30 min)