Executive Assistant + operations specialistAssistantly

About the RoleOur 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.
ResponsibilitiesPrepping 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
Assistantly

Philippines
Permanent
Full-time