Virtual Executive Assistant

Reports to: CEO (primary responsibility) and People & Projects Manager

Location: Fully remote – preference for candidates based in the Philippines (to align with existing team)

Working hours: Monday to Friday, 6:00am - 3:00pm UK time (1:00pm - 10:00pm PH time)

CEO Support
- Attend a daily 6:00am UK time check-in with the CEO to align on priorities, review tasks, and ensure the day starts with clear focus and direction.
Help the CEO stay on top of tasks by managing their e-mails, meetings, and calendar
- Follow up with reminders and messages to keep everything moving
- Support with personal tasks too (like habit tracking, travel planning, or errands)
- Be assertive and confident in chasing things up, in a respectful way

Team Tools & Workspace Management (Notion & Slack)
- Act as the main administrator for our project management systems, especially Notion, ensuring all tasks, deadlines, and updates are accurate and consistently maintained
- Manage the CEO’s Notion task board, making sure it reflects current priorities and stays well-organised
- Build or improve Notion templates, dashboards, and systems to help streamline task tracking, team collaboration, and workflow
- Support the People & Projects Manager with ad-hoc tasks, particularly related to project coordination and Notion workspace updates
- Help the wider team use our tools more effectively, especially Slack. This includes cleaning up and reorganising existing systems to increase team engagement and ensure we’re making the most of our paid subscriptions
- Oversee the daily upkeep of core digital tools such as Notion, Slack, and Google Drive, ensuring information is accessible, well-structured, and regularly updated across the team

What we’re looking for
Essential Criteria:
- At least 2 years of experience as a Virtual Executive Assistant, directly supporting a CEO or senior leader
- Confident working in Notion, not just using it, but also building pages and tools
- Excellent English (spoken and written)
- Confident using ChatGPT or other AI tools to support with writing tasks (e.g. e-mails, reports, summaries), with a good sense of tone – knows how to keep things sounding natural, human, and not overly robotic or generic.
- Available during UK working hours (6am-3pm UK / 1pm-10pm PH)
- Fast at responding to messages during work hours
- Comfortable being assertive with the CEO to keep things on track
- Professional, trustworthy, and able to handle private or sensitive info
- Strong internet connection and a back-up plan for outages

Desirable Criteria:
- You have built Notion templates, dashboards or automations
- Familiar with tools like Google Workspace, Slack, and Zapier
- Experience working with charities or nonprofits, especially in an admin, project support, or virtual assistant role
- Experience supporting UK-based businesses or clients, with an understanding of UK time zones, work culture, and communication style
- Background in small teams, startups, or project coordination is a plus


Our Work Culture & Growth Ethos:
We believe work should be meaningful, enjoyable, and empowering. Our culture is built on trust, autonomy, and opportunity, with no micromanagement, just clear expectations and the freedom to manage your role with confidence.
We actively invest in our team’s growth. In fact, our current People & Projects Manager started as a General VA just three months ago. Thanks to her initiative and dedication, she’s already been promoted and received a 35% salary increase, a great example of how we reward talent and take development seriously.

Here’s what to expect from our team culture:
- No micromanagement: We trust you to own your work and bring your ideas forward
- Real growth opportunities: Learn new skills, explore different areas, and grow within the organisation
- Cross-functional roles: You won’t be boxed in; if you’re curious and capable, we’ll support you to take on more
- Team-first hiring: We always offer new roles or paid opportunities to the current team before looking outside
- Optional weekly team huddles: Stay connected, see what others are working on, and get inspired
- A focus on wellbeing, clarity, and communication: we’re all remote, but we stay aligned and supportive

How to Apply
Please send the following:
- Your updated CV or resume
- A short video (2–4 minutes) introducing yourself, your background in executive or virtual assistance, and how you manage task prioritisation and communication
- Links or screenshots of past work (if applicable e.g. documents you've organised, SOPs you've created, or systems you've helped streamline)
- Send your application to: ----------
- Use the subject line: VEA-[Your Name]

If you're someone who’s hungry to grow, values flexibility, and takes pride in your work, we’ll do everything we can to make this a fulfilling, long-term role for you.