Senior Executive Assistant

Senior Executive Assistant (Executive Operations Partner)

Full-Time Remote (Philippines) EST Hours

Pay: From $117,927.00 PHP per month

About HealthMerch

HealthMerch creates promotional products that help health organizations connect with their communities in meaningful ways. Our work sparks conversations, builds trust, and supports real public-health impact. We partner with clinics, hospitals, nonprofits, and community health programs across the country, and we're growing quickly.

As we scale, we're building a global team that values clarity, ownership, and follow-through. We move fast, think creatively, and care deeply about the work we do.

We're now hiring a Senior Executive Assistant, an Executive Operations Partner, who will work directly with our CEO and COO in a high-impact, high-trust role at the center of the company.

This is not a traditional assistant role. This is an opportunity to become a true strategic extension of leadership.

The Role

You will streamline communication, protect focus on top priorities, and keep the organization running smoothly. You'll anticipate needs, organize information, manage cross-functional alignment, and keep initiatives moving forward, even when leadership is juggling multiple demands.

Our internal communication framework, the Blue Standards, comes down to three things: Start Clear. Think Ahead. Close the Loop. This role lives those standards every day. The leaders you support should never have to track you down, repeat themselves, or wonder whether something got handled. If they have to ask, we've already missed the mark.

Your work will influence how the organization operates, communicates, and scales.

What You'll Do

Own the CEO's and COO's Day

• Full inbox management: filter, prioritize, draft, and close loops
• Manage calendars with intention, protecting focused time and eliminating noise
• Prepare leadership for calls, meetings, and decisions
• Make sure they have the right information at exactly the right moment

Be the Cross-Department Bridge

• Sync with Operations, Sales, Design, Order Entry, and Support
• Gather updates, clarify details, and deliver distilled summaries
• Watch meeting recordings and surface only what matters
• Keep information flowing cleanly and consistently across the company

Think Ahead, 30 / 60 / 90 / 120 Days Out

• Review upcoming events, launches, conferences, and major initiatives
• Identify bottlenecks, risks, and missing pieces before they surface
• Offer proactive options, solutions, and next steps
• Keep leadership prepared well in advance

Support Sales and Key Client Relationships

• Help the CEO think strategically about accounts and opportunities
• Identify additional contacts and pathways within client organizations
• Maintain steady follow-through with high-value clients

Represent Leadership in Meetings

• Attend internal and external calls as needed
• Be camera-ready, articulate, confident, and professional
• Capture clear notes, decisions, and next steps
• Ask sharp questions to clarify expectations

Keep the Machine Moving

• Manage tasks and priorities inside ClickUp
• Make sure teams know what's needed, when, and by whom
• Support documentation, workflows, and recurring processes
• Coordinate travel, events, and logistics with minimal friction

A Typical Day Might Look Like

• Reviewing inboxes and surfacing high-priority items
• Preparing leadership for a high-stakes meeting
• Syncing with Operations or Sales on key updates
• Watching a recorded meeting and summarizing the takeaways
• Blocking focused work time on calendars
• Attending a call as the CEO's proxy
• Flagging an upcoming deadline and moving it forward
• Ending the day with clean lists, completed follow-ups, and aligned next steps

Who You Are

• Proactive. You anticipate needs before they're spoken. Asks rarely have to come twice.
• Responsive. You acknowledge quickly, even when the full answer takes longer. Silence is never the strategy.
• Calm under pressure. You bring stability to fast-moving situations.
• An exceptional communicator. Clear, concise, and confident, in writing and on camera.
• Highly organized. Details, structure, and systems come naturally.
• Autonomous. You make thoughtful decisions without waiting to be told.
• Mature and grounded. You can push back respectfully and protect priorities.
• Reliable. Confidentiality, professionalism, and judgment are instinctive.
• Camera-ready. You represent leadership with polish and presence.
• Growth-oriented. You want a role that expands as the company grows.

This role is not for someone who needs constant direction, avoids difficult conversations, goes quiet when things get busy, or becomes easily overwhelmed.

Experience That Helps

• 3 to 5+ years supporting founders or senior executives
• Managing inboxes, calendars, and communication flows at a high volume
• Exposure to operations or project management
• Coordinating across multiple teams
• Confidence with ClickUp, HubSpot, Slack, and Microsoft 365
• Marketing, e-commerce, or agency environments (a plus)
• Familiarity with EOS (helpful, not required)

How We Work Together

• Clear weekly priorities
• Daily check-ins
• High trust, high accountability
• Transparent communication
• Structured feedback during the first 90 days

What Makes This Opportunity Unique

You're at the heart of a growing global organization, working closely with teams in the U.S., Philippines, and beyond.

You influence how the company runs. You'll help shape systems, workflows, and communication company-wide.

Your work creates real-world impact. Our products help people access care, stay informed, and stay safe.

Your career can grow far beyond this role. Potential paths include:

• Chief of Staff
• Executive Operations Manager
• Director of Executive Support
• Strategic Projects Lead
• Partnerships Coordinator

You'll learn the entire business from the inside out.

Ready to Apply

If this feels like the place where you'll do your best work, we'd love to meet you. Apply with your resume and responses to the screening questions.

This is a rare opportunity to support a CEO and COO directly, operate at a strategic level, and help scale a mission-driven company building healthier, more connected communities across the country.

Job Type: Full-time

Benefits: Opportunities for promotion, paid training, pay raises, work from home

Work Location: Remote