Senior Virtual Executive Assistant (Ops & Admin Focus)

Location: Remote (Philippines)
Schedule: Full-time, EST hours overlap required (minimum 3–4 hours daily)

About Clickworthy

Clickworthy is a Canada-based digital marketing agency helping SMBs grow through search-optimized websites, AI-SEO, local SEO, and digital PR. Our team works across SEO, web development, content, and design. We are implementing the EOS (Entrepreneurial Operating System) framework and want someone who can keep our delivery running smoothly and free up leadership to focus on growth.

Role Overview

We’re looking for an experienced Virtual Executive Assistant who can serve as the right hand to the founder. This role blends executive support with light operations/project management. You will help manage the team’s day-to-day, keep dashboards and SOPs updated, oversee proposals and contracts, monitor client deliverables, and maintain financial/admin hygiene (QuickBooks, Stripe).

This is not an entry-level VA role — we want someone proactive, detail-oriented, and experienced in digital agency operations who can anticipate needs and make sure nothing slips through the cracks.

Key Responsibilities

Executive/Admin Support

Manage the founder’s inbox, prioritize/reply to emails, and maintain a clean, actionable inbox.

Schedule and prepare for meetings, including agendas and follow-ups.

Draft, edit, and send proposals, contracts, and onboarding materials.

Team & Project Coordination

Monitor ClickUp/Notion dashboards to ensure tasks are assigned and on track.

Follow up with tea ---------- mbers (SEO, dev, content) to ensure deadlines are met.

Document SOPs from Loom recordings and ensure the team has access to updated playbooks.

Assist in preparing weekly reports and summaries for leadership.

Finance & Bookkeeping Support

Record and reconcile invoices and expenses in QuickBooks.

Monitor Stripe for payments, generate receipts, and track outstanding balances.

Work with leadership/bookkeeper on monthly reconciliations.

Requirements

3+ years as an Executive Assistant, Project Coordinator, or Ops VA, ideally in a digital agency or marketing environment.

Strong written and verbal English; able to draft professional emails and client communications.

Proficiency with:

Project tools: ClickUp, Notion, Slack, Google Workspace

Finance tools: QuickBooks Online, Stripe

Docs & proposals: Google Docs/Slides, Canva, RabbitSign (or similar e-signature tools)

Familiarity with HubSpot or other CRMs is an advantage.

Highly organized, detail-oriented, and proactive in following up with tea ---------- mbers.

Comfortable working EST hours overlap (3–4 hrs minimum).

What Success Looks Like

Founder’s inbox and calendar are consistently clean and prioritized.

Proposals/contracts are sent within 24 hrs of request, with zero errors.

Team tasks are tracked and updated weekly without needing reminders from leadership.

SOPs are documented and accessible to all tea ---------- mbers.

QuickBooks and Stripe reconciliations are accurate and up to date.

Weekly summary delivered to the founder: priorities, risks, and completed items.

Compensation

Salary Range (Philippines, full-time): ?45,000 – ?60,000 per month
(USD $800 – $1,050 equivalent)

Final offer depends on experience with digital agency ops, financial tools, and ability to self-manage.

Opportunity to grow into a Delivery/Operations Manager role as responsibilities expand.