Executive Assistant to CEO

About Scaledforce

Scaledforce is a Canada-based outsourcing 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, rewarding careers.

About the Client

You will be supporting the founder of a fast-growing sustainability and technology company based in Vancouver, Canada. The client is a hands-on operator building a portfolio of business development initiatives and scaling the company into its next phase of growth. He moves fast, makes decisions quickly, and is looking for a right hand who can keep pace.

Job Overview

This is not a traditional EA role. We are looking for a Business Development Executive Assistant who will act as a force multiplier to the Founder — someone who thinks like an operator, writes like a founder, and speaks like a closer.

You will own the inbox, advance sales conversations on the Founder's behalf, maintain CRM hygiene, build AI-powered automations, and make sure deals never stall because of inaction. Within 90 days, the Founder should trust you to send emails in his voice, move prospects through the pipeline without being asked, and surface only the decisions that truly require him.

This role starts as an executor and evolves into a true Chief of Staff over time.

Work Schedule

• Monday to Friday
• 7:00 AM – 4:00 PM PST (Pacific Standard Time)
• Philippine Time: approximately 10:00 PM – 7:00 AM PHT
• Full overlap with the Founder's working hours is required

Salary & Incentives

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

Quarterly Bonuses: Performance-based quarterly bonuses

Key Responsibilities

Inbox & Communication Command

• Own inbox to zero daily across the Founder's email and LinkedIn accounts
• Categorize, triage, and flag high-priority conversations
• Draft high-quality email replies in the Founder's voice; send independently once trust is established
• Audit Fyxer AI categorization for accuracy and improve prompts over time
• Maintain a follow-up tracker so nothing falls through the cracks
• Act as ghostwriter for customer and partner outreach (milestone notes, birthdays, check-ins, follow-ups)

Sales & Business Development Acceleration

• Advance active sales conversations without waiting for direction
• Follow up with prospects via email and LinkedIn on the Founder's behalf
• Build targeted prospect lists using AI and research tools
• Own daily CRM hygiene — log activities, update deal stages, surface stalled opportunities
• Prepare meeting briefs before every external call (who, why, goal, context)
• Edit and upgrade sales decks prior to meetings
• Participate in the Founder's daily BD Blitz Hour — take follow-up actions directly

Daily Executive Cadence

• Host a 15–30 minute daily triage covering priority emails, deal updates, scheduling conflicts, and decisions needed
• Prepare the agenda in advance
• Capture action items and close the loop on each one

AI & Automation Operator

• Identify repetitive workflows and build automations (ClodBot, Zapier, Fyxer, and similar)
• Continuously refine AI prompts and SOPs so leverage compounds over time
• Audit the tooling stack quarterly — recommend swaps, upgrades, and integrations

Revenue Intelligence & Reporting

• Consolidate metrics across CRM, email outreach, pipeline, and marketing sources
• Publish a weekly revenue dashboard
• Flag anomalies and surface patterns the Founder should act on

Logistics & Executive Support

• Calendar management across multiple time zones; protect deep work blocks
• Book travel and accommodation; build clean itineraries
• File receipts and coordinate with accounting
• Maintain the expense tracker

Qualifications

Required:

• At least 3 years of experience as an EA, VA, or Chief of Staff supporting a founder, CEO, or senior executive
• Executive-level written English — you will draft customer-facing emails daily in the Founder's voice
• Proven ability to act as a delegate or ghostwriter with discretion and sound judgment
• Strong CRM experience (HubSpot, Salesforce, Pipedrive, or similar) — daily hygiene, deal tracking, activity logging
• Proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Teams)
• Genuine AI-first mindset — daily use of ChatGPT, Claude, or similar, and a track record of improving workflows with them
• Proactive operator profile — makes judgment calls, takes initiative, and closes loops without being asked
• Reliable internet and a dedicated, quiet workspace
• Availability to work full Pacific Standard Time business hours

Nice to Have:

• Experience with ClickUp, Slack, Zapier, Fyxer AI, or ClodBot
• Background in SaaS, B2B, or early-stage tech
• Exposure to a BD or sales-adjacent role (SDR, account management, or founder-led sales support)
• Experience building or operating automations in a no-code / AI environment
• Experience supporting someone across multiple businesses or ventures

Who Thrives in This Role

• You make order out of chaos and actually enjoy it
• You learn new tools fast — one demo and you're running
• You write tight, concise, founder-caliber English
• You have high agency — overstepping is a compliment, not a concern
• You treat AI as a co-worker, not a novelty
• You think in systems — every repeat task becomes an SOP or an automation
• You are direct, decisive, and energized by pace

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

Career Growth:

• Direct exposure to founder-level decision-making, sales, and strategy
• Long-term, stable client placement with a fast-scaling company
• Structured onboarding, coaching, and performance feedback

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 EA or Chief of Staff — include one specific example of how you used AI to move a sales conversation or workflow forward
• Subject line: SF Business Development EA – [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)