Executive Assistant (Full-Time, Long-Term | Chief of Staff Mindset)

I’m a U.S.-based executive working across several nonprofit newsrooms, civic organizations, advisory groups, and media foundations. I lead complex initiatives with high visibility and purpose — from fundraising campaigns to board strategy, internal operations, and large-scale partnerships.

I'm hiring a full-time Executive Assistant with a Chief of Staff mindset — someone strategic, detail-obsessed, and committed to long-term, high-trust support. This is not just a task-based VA role. It’s a dynamic position for someone who wants to learn how to operate like an executive, grow into an operational leader, and become an irreplaceable right-hand.

**** What You’ll Own
Calendar & Inbox Management
Coordinate fast-paced, multi-time-zone scheduling. Own my inbox and flag priorities before they escalate. Anticipate needs before they arise. I run inbox zero on my own - my inbox isn't a mess, but I could use someone to remove some items from it before I have to do deal with them.

**** Project & Internal Ops Support
Track ongoing campaigns, grants, deadlines, HR efforts, and partnerships. Keep me and others accountable — and close loops without reminders.

**** Document Creation & Writing
Draft emails, internal notes, board memos, grant language, and team updates. Write like a professional, with polish and precision.

**** Content & Communications Support
Manage and schedule social media posts, prep Mailchimp newsletters, organize assets in Google Drive, and create light visuals or videos via Canva, Meta Suite, or Descript.

**** System Optimization & Tool Management
Streamline and document systems across Slack, Google Drive, Salesforce, 1Password, Notion, ClickUp, etc. Identify inefficiencies and fix them fast.

**** Light Financial Support
Help track invoices, reimbursements, budget sheets, donor records (Salesforce), and recurring spending. Help stretch the dollar and support mission-driven operations.

**** AI-Forward Assistance
Use ChatGPT and other tools to summarize notes, draft memos, brainstorm options, or test automations with Zapier. You don’t just keep up with tech — you’re excited by it.

**** You’re a Fit If You...

Are fluent in English with strong grammar and exceptional written communication

Have 3+ years supporting executives, founders, or senior leaders

Can draft documents and write messages without needing rewrites

Are solution-oriented, fast, and self-managing

Work with discretion, loyalty, and ownership — like you're protecting the organization itself

Think in systems, timelines, and checklists

Want to grow into a more strategic role over time (you see the big picture)

Have U.S. client experience, ideally in media, nonprofit, startup, or agency environments

**** Tools You’ll Be Using

Google Workspace (Gmail, Docs, Sheets, Calendar, Drive)

Slack, 1Password, Mailchimp, ClickUp or Asana

Salesforce (or other CRM), Notion, Zapier

Canva, Meta Suite, Buffer, Descript

ChatGPT, Notion AI, other AI tools


**** Role Details

Full-time (35–40 hours/week)
Fully remote

U.S. hours preferred (at least 3–4 hours overlap required)
Long-term — ideally, this is your primary role for years, not months

Competitive salary based on experience (with raises and bonuses possible)

High-impact work with growth potential — if you're great, I’ll invest in your development

How to Apply
Send the following to ---------- with subject line:
Your Next Right Hand – [Your First + Last Name]

Include:

Your résumé or OnlineJobs.ph profile

A short message (no more than 5 sentences) about why you’d be an amazing right hand

One brief example of a system you built or improved

Brief video introduction

[Optional] Something you wrote or created that shows your thinking, writing, or organizing style

**** Please do not apply if:
You need daily check-ins to stay on task

You have weak grammar or don’t feel confident writing professional emails

You’ve never supported a high-level executive before

You’re looking for short-term work or juggling too many clients

? Final Thought
If you're the kind of person who gets satisfaction from making someone's life smoother, from building systems no one sees but everyone benefits from, this could be the role that changes your life.

This is your chance to help lead from behind — to shape change, stay close to bold ideas, and become a trusted strategic partner.