Overview
Executive Assistant to Chief Executive Officer Jobs in Philippines at Scaledforce
Title: Executive Assistant to Chief Executive Officer
Company: Scaledforce
Location: Philippines
About Scaledforce
Scaledforce is a Canadian BPO 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 and rewarding careers.
About the Client
You will be supporting a serial entrepreneur and founder based in Vancouver, Canada. The CEO runs a portfolio of companies spanning technology, executive coaching, B2B marketing, and founder community building. He sits on several company boards, hosts founder dinners globally, and believes great people do their best work when they’re not burned out.
Job Overview
We are looking for a full-time, remote Executive Assistant who will become the operational backbone across all of the CEO’s ventures and his personal life. This is not a traditional admin role, it is a strategic partnership built on the Buy Back Your Time framework (best selling book by Dan Martell).
Your mission is simple: within 90 days, the CEO should only need to check email once or twice a day on his phone/computer. You will own inbox management, calendar orchestration, travel coordination, meeting prep, and personal logistics so he can focus on the highest-value activities that drive revenue and growth.
The right candidate will eventually know how the CEO thinks, anticipate what he needs, and make decisions on his behalf with confidence. This role starts as an executor and grows into a true Chief of Staff over time.
Work Schedule
- Monday to Friday
- 6:00 AM – 3:00 PM PST (Pacific Standard Time)
- Philippine Time: approximately 9:00 PM – 6:00 AM PHT
- Some flexibility on start/end times, core requirement is availability during CEO’s working hours (8pm-4pm PST)
Salary & Incentives
Base Salary: PHP ₱36,000 – ₱42,000 per month
Performance-based quarterly bonuses
Key Responsibilities
Daily Operations
- Inbox command center — Triage, draft responses matching CEO’s voice, and ensure nothing falls through the cracks. AI tools handle ~80%; you handle the critical 20% that requires judgment and context
- Calendar orchestration — Manage 5+ calendars across multiple companies, time zones, and booking links. Every slot booked in one calendar must be protected across all others
- Morning brief — Before CEO starts his day, deliver a clear summary of who he’s meeting, why, and what the goal is for each conversation
- End-of-day action sweep — Review all call transcripts, extract action items, and prep a rapid-fire list for the next morning’s 15-minute sync
Recurring & Project-Based
- Board meeting prep — Compile documents from multiple channels, summarize key discussion points, and block prep time on the calendar
- Event and venue logistics — Source venues, confirm requirements, and coordinate details for monthly founder dinners and community events
- Travel planning — Book flights and hotels following detailed preference guides (specific airlines, loyalty programs, seat classes, hotel chains)
- Coaching program invoicing — Manage monthly billing cycles
- Community support — Serve as an ambassador within the founder community, support member intake, and help coordinate screenings
Emerging Responsibilities
- Coordinate house management logistics (cleaner, chef scheduling)
- Personal appointment scheduling (medical, dental, personal care, vehicle maintenance)
- Gift management for clients, friends, family, and team members
Qualifications
Required:
- At least 3 years of experience as an Executive Assistant or Virtual Assistant supporting a founder, CEO, or senior executive — ideally at a SaaS or technology company
- Strong English communication skills (verbal and written) — you will draft emails, messages, and correspondence on behalf of the client daily
- Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- Proven ability to manage someone else’s email inbox, calendar, and social media accounts with discretion and good judgment
- 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
- Availability to work during North American Pacific Time business hours
Nice to Have:
- Experience with HubSpot (CRM) — navigating contacts, deals, and logging activities
- Experience with Slack, Asana, and/or other project management tools
- Familiarity with AI tools (ChatGPT, Gemini, Claude, Perplexity) and willingness to incorporate them into daily workflows
- Experience supporting someone across multiple businesses or ventures
- Background in the tech, SaaS, or agency space
- Experience with social media management (LinkedIn, Instagram) — responding to messages, not content creation
- Experience booking travel, managing expenses, and coordinating events
Who Thrives in This Role:
- You love being the person who keeps everything running — you get genuine satisfaction from creating order out of complexity
- You’re a fast learner who picks up new tools, systems, and preferences quickly without needing to be told twice
- You have a “no task is too small” mentality — you’ll book a flight and research a podcast guest with equal attention to detail
- 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 tech-savvy and genuinely interested in using AI and automation to work smarter
- 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
- 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:
- Sign-on bonus
- 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 [email protected]:
- Updated resume
- Short video (1–2 minutes) introducing yourself and your experience as an Executive Assistant
- Subject line: SF Executive Assistant – [Your Name]
*Only candidates that followed 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)
