Executive Operations Assistant

Overview

Executive Operations Assistant Jobs in Philippines at Reputation Pros

Title: Executive Operations Assistant

Company: Reputation Pros

Location: Philippines

Client Overview

This role is with a fast-growing US-based company that operates at a high standard for organization, even as a startup. The company seeks to bring order to its operations by hiring an assistant comfortable creating systems where none exist.

Role Summary

This senior-level, part-time position is for a highly organized individual to support an operations lead. The role focuses on executing detailed directions accurately and on time, ensuring that tasks are completed while the operations lead is offline, particularly with document management, data organization, and administrative tasks.

How to apply: please read carefully

We not looking for a generic cover letter. Applications that don’t answer the questions below will not be considered. Please answer each one directly and briefly. This is the first thing we are evaluating: can you follow specific instructions and communicate clearly.

Start your reply with the word “ORGANIZED” so I know you read this.

1. Organization. How do you personally stay organized across many small tasks from one person? What tool or system do you use, and why that one? Give me a real example of how you tracked a busy workload.
2. Async updates. At the end of your working day, how would you report back on what’s done, what’s still open, and what you’re stuck on? Describe the exact format you’d use. If you’ve done this before, show me roughly what one of those updates looked like.
3. Staying connected. We use Slack, Google Docs, and email. How would you recommend we exchange work and stay in sync day to day files, folders, updates so nothing falls through the cracks? I want your actual recommendation.
4. Document precision. Have you managed contracts or important documents where a change in one place had to be carried accurately into others? How did you make sure nothing was missed? Give a real example if you have one.
5. Structure vs. ambiguity. Tell me about your work history, have you supported a founder or small team directly, worked inside a larger structured company, or both? I’m especially interested in whether you can bring a high standard of organization to a place that hasn’t built all its systems yet.
6. Tools: quick inventory. For each, tell me none / some / strong, and one line on what you did with it if “some” or “strong”: HubSpot, Asana, Slack, Google Workspace, Microsoft Excel, Word / PowerPoint, Claude or ChatGPT.
7. AI tools. How do you use Claude or ChatGPT in your work today? Give me one specific example of a question or problem you worked through with it.
8. The basics. Confirm your available hours, your timezone overlap with US hours, and your typical internet reliability. One or two lines is fine.

Strong applicants will be invited to a short interview, and finalists will be given a small paid task so I can see how you work. I look forward to reading your answers.

Key Responsibilities

• Prepare and format documents using Word, Google Docs, and PowerPoint.
• Perform basic-to-intermediate tasks in Excel and Google Sheets, including sorting, calculations, cleanup, and simple lookups.
• Manage a high volume of legal and business documents, ensuring precision, consistency, and careful version control when changes are made across multiple documents.
• Maintain organization of tasks, files, and updates to prevent loss of information.
• Stay on top of recurring administrative tasks, such as light finance and payroll review, updating records, and organizing information.
• Utilize HubSpot (CRM) for specific tasks.
• Use AI tools like Claude or ChatGPT to find answers to small questions and troubleshoot independently.

Required Qualifications

• Years of experience supporting a busy executive or business owner.
• Ability to execute from clear written instructions with minimal need for re-explanation.
• Strong attention to detail and a commitment to consistency, especially across documents.
• Highly organized with a personal system for managing multiple tasks.
• Clear written and spoken English communication skills.
• Reliability on an asynchronous schedule, with performance measured by completion, accuracy, and timeliness.
• Senior enough to handle important work yet grounded in executing clear directions rather than setting strategy.
• Comfortable using AI tools to gain clarity.

Preferred Skills

• HubSpot experience (CRM).

Compensation

Fixed monthly retainer; competitive for a senior role. Includes coverage for a premium Claude or ChatGPT subscription.

Location & Work Arrangement

Remote (Philippines), part-time starting at approximately 15 hours per week, ramping toward 20+ hours. Work schedule is asynchronous, primarily while US-based operations lead is offline.