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Executive Assistant + Operations Specialist at Assistantly, Remote (Philippines)

Our technology-forward company is seeking an AI-native Executive Assistant + Operations Specialist to serve as a strategic partner to our managing partner and leadership team. This role focuses primarily on executive briefing preparation and comprehensive schedule management, while leveraging cutting-edge AI tools across all operational workflows. If you excel at multi-platform AI integration, have exceptional research and synthesis skills, and can demonstrate innovative AI use through portfolios or live examples, this role is perfect for you.

Why Assistantly?

• We recruit the best of the best — we care as much about the right soft skills as we do about hard skills.
• We want you here long-term and give you the benefits and support you’ve always dreamed of.
• We work one-on-one to match you with the perfect client.
• We love the strategic, initiative-taking, proactive doers of the world.
• You’ll have your own Talent Success Manager dedicated to your success.
• We focus on long-term partnerships, not projects.
• We live by: Stay humble. Be grateful. Work hard.

Responsibilities

Prepping Briefings and Schedules (Primary Focus)

• Conduct comprehensive calendar reviews to anticipate meetings, deadlines, and travel, proactively flagging priorities and conflicts using AI-powered scheduling tools
• Research and synthesize background information on meeting participants, organizations, and event hosts using multiple AI platforms to create executive summaries and attendee profiles
• Prepare comprehensive written briefs for external engagements, including:
• Meeting agendas with clear objectives, time allocations, and desired outcomes for each agenda item
• Strategic talking points tailored to the specific audience and business objectives of the meeting
• Contact research covering participants’ professional backgrounds, LinkedIn profiles, shared connections, current projects, recent company news, and relevant industry developments
• Historical context including summaries of previous meetings, outstanding action items, follow-up commitments, and relationship history
• Market intelligence relevant to the meeting context, including recent news, industry trends, or competitive updates that may inform the conversation
• Compile and organize all supporting materials (presentations, documents, reports) digitally, ensuring accessibility for pre-meeting preparation
• Conduct post-meeting debriefs to capture learnings and action items, feeding insights into future briefings using AI documentation tools

Administration & Operations

• Manage executive inbox by sorting, prioritizing, and summarizing communications using AI tools to surface decision-critical messages for briefings
• Execute comprehensive calendar management with AI-assisted scheduling, rescheduling, and appointment confirmation
• Maintain and update digital databases for relationship management, ensuring stakeholder information is current for briefing preparation
• Draft, format, and manage documents, presentations, and briefing materials using AI writing and design tools
  Organize meeting agendas, capture notes using AI transcription tools, and distribute action items with clear follow-up documentation

Marketing Support & Execution

• Content posting and scheduling: Create, edit, and schedule company LinkedIn content and digital messaging using AI writing and social media management tools
• Executive digital presence: Support executive social media engagement and professional online
• communications with key stakeholders
• Brand consistency: Review and maintain consistent voice and professional standards across all external digital communications
• Content strategy support: Assist with content calendar development and performance tracking to optimize company digital presence

Travel & Event Planning

• Research and book executive travel with detailed logistical mapping using AI travel planning and research tools
• Identify and vet conference opportunities, providing distilled findings for strategic planning discussions
• Assemble comprehensive itineraries and manage logistics, ensuring team briefings on all arrangements and schedule changes

Financial & Expense Management (5% of time)

• Handle basic bookkeeping and expense reporting using AI-assisted financial tools
• Organize receipts and financial records with automated categorization systems

Tools You’ll Use:

• Productivity Suite: Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) (must-have)
• AI Platforms: ChatGPT, Claude, Notion AI, Otter.ai for transcription, or similar multi-platform AI integration (must-have)
• Automation: Zapier or similar workflow automation tools (must-have)
• Communication: Slack, Zoom, Google Meet (nice-to-have)
• Social Media: LinkedIn scheduling and content management tools (nice-to-have)

Requirements

• Previous experience as Executive Assistant or Operations Coordinator with demonstrated proficiency across multiple AI platforms (must-have)
• Portfolio, sample projects, or documentation showcasing AI integration across VA responsibilities (must-have)
• Experience supporting C-level executives with complex briefing preparation and stakeholder research (must-have)
• Strong prompt engineering skills to optimize AI tool outputs for research, scheduling, and document preparation
• Proven ability to synthesize complex information into clear, actionable executive briefings
• Initiative-taking mindset with demonstrated ability to identify and implement AI-powered operational improvements

Please include with your application:

• AI Portfolio: Screenshots, workflow diagrams, or sample outputs demonstrating your AI tool integration across VA responsibilities
• Brief explanation of how you use various AI platforms to optimize research, scheduling, briefing, and administrative workflows
• Optional: Offer to provide a live demonstration of an AI-enabled process during the interview

Benefits

• Unlimited earning potential if you choose to take on multiple clients and have the capacity
• Generous health allowance to support your well-being
• Profit-sharing opportunities as the company grows
• Access to exclusive upskilling and training in AI, operations, and leadership
• Monthly raffles and performance bonuses
• A tight-knit, supportive community and a dedicated Talent Success Manager to guide your journey