Executive Assistant

7TI · 4 months ago
Apply Now
Location
Remote
Salary Range
₱ 35,000 - ₱ 40,000 / month
Employment Type
Full-Time
Applications Received
9

Application Note: Applying for this Executive Assistant role requires completing a short assessment. After you click Apply, you will be taken to the assessment form. Your application is complete only after the assessment is submitted.


Who We Are

Design Source Media is a tech company that builds WordPress websites for marketing agencies, professional speakers, and small businesses.

We work in a fast-paced remote environment where organization, communication, follow-through, and proactive problem-solving are essential. Our team values people who keep promises, think ahead, help others, keep learning, and take ownership of their work.


Who We're Looking For

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO.


This role is primarily focused on:

  • Keeping the CEO organized and prepared
  • Tracking follow-ups, deadlines, reports, and recurring tasks
  • Supporting operations documentation and admin workflows
  • Handling sensitive payroll and finance admin support carefully
  • Coordinating marketing tasks without replacing the marketing team
  • Learning AI tools and systems to improve speed, organization, and execution


The right person will not simply wait for instructions. They will notice gaps, organize loose ends, follow up thoroughly, and help create structure around recurring admin and operations responsibilities.


The role will also coordinate with our existing marketing team on marketing initiatives. This person will not own the full marketing function, but they should help organize tasks, track deadlines, follow up with team members, support documentation, and contribute new ideas that may improve campaigns, content, processes, or execution.


The ideal candidate should also be comfortable using AI tools or highly willing to learn them. We are looking for someone who sees AI as a way to work smarter, organize information, improve communication, summarize content, support marketing initiatives, and make operations more efficient.


This is a full-time remote role working night shift hours to support U.S.-based operations.


This Role Is Not

  • This is not a passive assistant role.
  • This is not a social media manager role.
  • This is not a finance decision-making role.
  • This is not a role for someone who waits for every instruction.
  • This is not an agency or freelance role.
  • This is not a role for someone uncomfortable with confidential information, deadlines, or follow-ups.


Responsibilities:

  • Executive and Administrative Support
  • Manage the CEO’s calendar, reminders, recurring meetings, and day-before preparation.
  • Prepare and maintain the CEO’s daily report, including manual updates and automation-supported workflows.
  • Organize executive follow-ups, meeting notes, action items, and priority reminders.
  • Draft, proofread, and organize internal communications, reports, summaries, and documents.
  • Help the CEO stay focused by keeping tasks, deadlines, and pending items visible and organized.
  • Operations and Documentation Support
  • Maintain SOPs, trackers, files, and internal documentation across company tools such as Google Drive, Outline/Docs Lab, Slack, any project management tool equivalent, and related systems.
  • Support admin and operations workflows, including ERPNext migration tasks, SOP reviews, internal process updates, and operations documentation.
  • Track assigned projects, owners, deadlines, blockers, and next steps to make sure work continues moving forward.
  • Help organize access, files, tool updates, and process documentation for recurring operational needs.
  • Payroll, Finance, and Sensitive Admin Support
  • Provide administrative support for payroll and finance workflows, including reminders, discrepancy tracking, invoice tracking, deduction reminders, final pay support, and equipment procurement.
  • Track receipts, reimbursements, invoices, payments, and accounting closeout items for company events or special projects.
  • Coordinate with the CEO, Finance, or other approved reviewers when sensitive items need confirmation, review, or approval.
  • Maintain accurate records and escalate questions, discrepancies, or unresolved items promptly.
  • Handle confidential employee, payroll, finance, client, and business information with discretion.
  • This role does not make final decisions on payroll, payments, deductions, reimbursements, or finance-related approvals.
  • Marketing Initiative Coordination
  • Coordinate with the existing marketing team to help marketing initiatives move forward.
  • Track marketing tasks, timelines, approvals, deliverables, and follow-ups.
  • Organize campaign notes, content drafts, creative requests, reports, and related documentation.
  • Follow up thoroughly with the marketing team to make sure next steps, owners, and deadlines are clear.
  • Share helpful ideas that may improve marketing campaigns, content, messaging, workflows, or execution.
  • Use AI tools when appropriate to support brainstorming, drafting, summarizing, organizing, or improving marketing-related work.
  • AI, Systems, and Automation Support
  • Learn and use approved AI tools to improve productivity, organization, communication, documentation, and task execution.
  • Use AI responsibly for drafting, summarizing, organizing information, creating first-pass documents, supporting marketing initiatives, and improving workflows.
  • Monitor and support recurring automation workflows such as daily reports, calendar reminders, and task notifications.
  • Document automation issues, errors, or missing outputs and escalate them to the right person for troubleshooting.
  • Help maintain clear backup processes when an automation does not work as expected.
  • Stay comfortable learning tools such as N8N, Google Workspace, any project management tool equivalent, AI tools, and other internal systems.
  • Identify repetitive tasks or process gaps that could be simplified through better systems, templates, automation, or AI support.
  • Decision Boundaries
  • The EA may independently:
  • Organize reminders and follow-ups
  • Draft first-pass messages or summaries
  • Update trackers and documentation
  • Follow up on overdue items
  • Prepare meeting notes and next steps
  • Organize files, task lists, and internal documentation
  • Suggest process, marketing, AI, or workflow improvements
  • The EA must ask approval before:
  • Sending sensitive payroll, finance, HR, or client communications
  • Making final decisions on payments, deductions, payroll, reimbursements, or finance-related items
  • Changing official SOPs or company records
  • Sharing confidential information
  • Committing the CEO to a meeting, deadline, or decision that has not been approved
  • Sending external communications on behalf of the CEO when the message involves sensitive, financial, legal, HR, or client-impacting matters


Skills and Requirements

  • 2-5 years of experience as an Executive Assistant, Operations Assistant, Administrative Assistant, Marketing Coordinator, or similar role.
  • Experience supporting a leader, manager, executive, or operations team.
  • Strong calendar, reminder, task management, documentation, and follow-up skills.
  • Excellent written and verbal communication.
  • Strong organization and attention to detail.
  • Experience working remotely with minimal supervision.
  • Comfort using tools such as Google Workspace, Slack, Outline/Docs Lab, Canva, GoHighLevel, N8N, any project management tool equivalent, or similar systems.
  • Experience supporting payroll, finance, HR, admin, or operations workflows is a plus.
  • Experience coordinating with marketing teams or supporting marketing initiatives is a plus.
  • Familiarity with AI tools such as ChatGPT or similar platforms is a plus.
  • Willingness to learn and apply AI tools responsibly is required.
  • Ability to work night shift hours aligned with U.S. business needs.


How We Will Help You Succeed

  • Comprehensive Onboarding
  • You will receive a structured onboarding process to learn the CEO’s working style, recurring responsibilities, tools, team workflows, and expectations.
  • Clear Documentation and Training
  • We will provide access to current processes, tools, trackers, and internal documentation so you can understand how work moves through the company.
  • Ongoing Support
  • The CEO and team members will provide guidance, feedback, and support as you grow into the role.
  • Marketing Team Collaboration
  • You will work with the existing marketing team and learn how marketing initiatives are planned, tracked, and executed at Design Source Media.
  • AI Learning and Productivity Support
  • You will be encouraged to learn and use approved AI tools to improve productivity, communication, organization, documentation, and workflow efficiency.
  • Growth Opportunities
  • As you demonstrate reliability, ownership, and initiative, you may take on more responsibility in operations, executive support, marketing coordination, project tracking, systems support, and process improvement.


Employment Type

This is a full-time role, and we're not looking for an agency.

Please add the word "Telekinesis" at the beginning of... Why are you interested in this position?

Salary Range: 35,000 - 40,000 Php per month