Executive Operations & Systems Assistant

Executive Operations & Systems Assistant

MatterCorp Automation — Remote (Philippines) — Full Time
$800–$1,000/month | 40 hours/week | U.S. Central Time (8 AM–4 PM CT)

About This Role
I run a legal tech consulting practice called MatterCorp Automation. After 18+ years in enterprise IT (AT&T, MasterCard), I moved into the legal space and now help law firms systematize operations. The business is growing — and I need the right person beside me to make sure nothing falls through the cracks.

This is not a typical virtual assistant role. Your job is not just to complete tasks. Your job is to build systems that ensure important things never get missed — and then make sure those systems actually run.

If you naturally think in processes, enjoy organizing chaos, and get real satisfaction from asking: “what system should exist so this never happens again?” — this role was written for you.

Success in 30 days looks like:

Inbox triage rules + response templates in place

A task system capturing 100% of open commitments

A daily 15-minute video standup running smoothly

A simple prevention system for deadlines/follow-ups (so misses don’t repeat)

What You’ll Do

Your core function is to be my accountability partner and operational backbone.

Own my calendar — not just scheduling; ensure meetings have context and prep so I know exactly why I’m there.

Own my inbox — triage, categorize, draft responses, and ensure nothing important gets buried (after we align on rules + templates).

Run a daily 15-minute video standup every morning — we align priorities, surface what’s slipping, and you hold me accountable. Non-negotiable.

Track every open commitment across clients, projects, and personal items — and follow up relentlessly. When something is dropped, you say so directly.

Document systems as we build them — I move fast; you capture, organize, and make everything findable.

Handle research and follow-through on delegated items (travel, vendors, client materials, deliverables).

When something gets missed or falls apart, your instinct should already be forming the fix — not just the cleanup.

Where This Goes

This role starts with me — but what you’re growing into is process/system building that can extend into client operations. Strong performers can grow into an Operations Lead / Chief of Staff path.

What I Expect

Microsoft Teams is primary. Zoom is used for recorded meetings.

I’ll teach you Kanban/Agile — you don’t need it now, but you must want to learn.

Full 8-hour days aligned to U.S. Central Time (night shift PH). Night shift experience preferred.

You must be fully available during scheduled hours (no overlapping jobs/shifts during 8–4 CT).

Direct communication style; we keep things straightforward.

I’m looking for someone who commits for at least 1–2 years.

Requirements

2+ years supporting a founder/executive remotely or 2+ years in operations/project coordination

Strong systems thinking: fix the root cause, not just the instance

Respectfully direct: you can push back and surface problems early

Strong written English (you’ll draft emails to attorneys/clients)

Reliable equipment: working camera, stable internet, quiet workspace (daily video standup)

Backgrounds that tend to work well: operations assistant, project coordinator, EA in a small company, customer success ops

Compensation

$800–$1,000/month based on experience — range is firm

Weekly pay for the first month, biweekly after that

30-day check-in and 90-day evaluation; if we continue, we discuss comp based on demonstrated ownership of systems

13th-month pay (pro-rated) provided

All software/tools provided

Healthcare support is a goal I’m working toward (not guaranteed yet)

I’m looking for someone who wants a long-term working relationship, not short-term gigs. Stable work and room to grow.

How to Apply (required)

Include all items below or your application will not be reviewed:

Put “structure creates calm” at the top of your application.

Answer in writing:

What executive/operational responsibilities have you managed? Tools used, what a typical day looked like, and one time something went wrong + how you handled it.

Tell me about a time you pushed back on a boss/client. What happened and what was the outcome?

Record a 2–3 minute video (Loom/Drive/YouTube unlisted) answering:
“It’s Monday morning. Your boss has 47 unread emails, three client calls he hasn’t prepped for, a flight to book for next week, and he missed a deadline last Friday. He’s panicking. What do you do first and why?”
Walk through priorities step-by-step. I want to see how you think under pressure.

State your salary expectation (within the posted range) and earliest start date.
(Optional but recommended) If you used AI to help with your application, say how you used it.

Applications missing the passphrase or the video will not be reviewed. No exceptions.