Executive Assistant – BJM

About This Opportunity

Our talent team is representing a confidential membership organization serving trade and home-service business owners across multiple U.S. markets. This community provides vetted networking, monthly training, and operational guidance to professionals in industries like HVAC, plumbing, electrical, roofing, and construction.

We're seeking a highly detail-oriented Executive Assistant who will serve as the operational backbone for the founder—managing complex calendars, member renewals, proactive outreach, and building scalable systems from the ground up. Previous attempts to delegate this work fell short because the role demands exceptional attention to detail and strategic gatekeeping. This is a foundational hire who will help transform ad hoc processes into reliable, repeatable systems as the organization scales.

Responsibilities

• Member Renewal & Strategy Session Logistics: Monitor billing platforms with a 6-week look-ahead, reach out to renewing members 4–6 weeks before renewal, schedule annual strategy sessions, and ensure members complete prep forms ahead of each session
• Meeting & Calendar Management: Coordinate invitations and scheduling for weekly virtual mini mastermind sessions and large in-person training events (up to 5 per week, 10–40 attendees each), send rigorous reminders, and track attendance with prompt follow-up for no-shows
• On-the-Go Task Tracking: Serve as the founder's administrative anchor while traveling or leading events, convert voice notes and text photos into organized action item logs, and deliver requested resources to members quickly
• Strategic Gatekeeping & Inbox Management: Act as first line of defense for routine questions, build and maintain FAQ databases, manage and organize the founder's email inbox, and help transition client texts from personal channels into the CRM
• Proactive Member Check-In Calls: Dedicate 1–2 hours daily to outbound calls with community members, ask about wins and operational challenges, log all feedback in the CRM, and help design outreach sequences and workflows
• CRM, SOPs & Database Management: Clean up and segment approximately 1,000 untouched leads, ensure proper community notifications and invites, support weekly client onboarding, maintain the company SOP library, and write new SOPs as processes develop
• Travel & Event Coordination: Help coordinate travel logistics across active regional markets and book venues for occasional networking events

What We're Looking For

Must-Have Qualifications:

• Experience supporting C-level executives, comfortable managing the workload of a busy, fast-moving founder or CEO
• Fast thinking and rapid learning ability—grasps context quickly and stays aligned without needing repetition
• Confident phone and communication skills, comfortable leading structured and unstructured check-in calls with business owners daily
• Exceptional attention to detail with proven ability to manage complex, multi-layered calendars, renewal pipelines, and action-item logs with total accuracy
• Proactive and clarifying communication style—speaks up and asks questions rather than guessing
• Strong administrative foundation with proven experience managing executive calendars, sorting busy inboxes, and tracking tasks

Nice-to-Have Qualifications:

• CRM experience (GoHighLevel is a plus; in-house training will be provided)
• Background in coaching, consulting, or membership communities, especially with trades or home-service business owners

Technical Requirements:

• Proficiency with Microsoft Office, Google Workspace, Dropbox, and Smart Sheet
• Professional remote setup: clean background, quality camera and microphone, strong internet connection
• Availability to work 7am–4pm or 8am–5pm Pacific Time, full-time

How We Work With You

Candidates apply directly through Get A Job.ai. Our recruiting team will conduct an initial screening to assess fit and qualifications. If you're a strong match, we'll submit your profile to our client for consideration. Please do not attempt to contact the client directly—all communication flows through our talent team to ensure a professional and confidential process.

This is a remote, full-time position based in the Philippines with business casual attire expected during meetings. You'll work closely with the founder and Director of Operations from day one, joining a small team of 7–8 people who value continuous growth, forward-thinking energy, and excellence without rigidity. As the organization scales into digital channels and adds remote hires, there will be opportunities to step into mentorship or leadership roles.

Pay

Pay via Get A Job.ai: $9,600 – $14,400 per year, plus 13th month bonus, health insurance, dental insurance, mental health insurance, performance-based raises, and additional prizes and bonuses.

Equal Employment Opportunity: Get A Job.ai is committed to creating a diverse and inclusive recruiting process. We welcome applications from all qualified candidates regardless of race, color, religion, sex, national origin, age, disability, or any other protected characteristic.