Executive Support Specialist

Executive Support Specialist
US-Based MSP | 100% Remote | Full-Time

The client moves fast. Your job is to make sure nothing falls through the cracks — before anyone notices it almost did.

To apply please fill out the application form here: ---------- /bepartofourteam.

About the company

We’re a family-owned business with all-local Philippines leadership and team. We’ve been 100% work-from-home since day one — not a pandemic pivot. We’ve grown by valuing our people, building long-term relationships, and doing great work for great clients.

The Role

You’re not here to answer emails and schedule meetings. You’re here to make sure the clients you support never have to think twice about whether something is handled.

We’re looking for an Executive Support Specialist who operates like a second brain — someone who anticipates needs before they’re voiced, manages complexity without being asked, and treats the client’s time as the most valuable resource in the business.

You’ll own administrative operations, client communication, and organizational systems across a fast-moving environment. You’ll also be expected to use AI tools actively — not occasionally — to work faster, produce better outputs, and eliminate manual work that shouldn’t exist in the first place.

The Mindset We’re Looking For

The best Executive Support Specialists we’ve worked with share a few traits:

They’re the person their friends call when they need to figure something out. Not because they always have the answer — but because they know how to think through a problem, ask the right questions, and get to a solution
They don’t wait to be told. If they see something that needs to happen, they handle it — then let the client know it’s done, not ask if they should do it
They’re honest even when it costs them. If they make a mistake, they say so immediately. If something isn’t working, they raise it. They don’t manage perception — they manage reality
They’re genuinely curious. It’s not enough to be smart — they actively seek out new things to learn, ask questions other people don’t think to ask, and find most topics at least a little interesting
They treat confidentiality as non-negotiable. What happens in the client’s world stays there — no exceptions, no grey areas
They use AI the way a sharp operator would — not as a novelty, but as a tool that makes their output faster and better than anyone who isn’t using it

Who Thrives Here

People who are quietly excellent — not flashy, but consistently sharp, reliable, and ahead of the curve. You don’t need recognition for every task you handle. You find satisfaction in the fact that things run smoothly because of you, even if no one notices the work behind it.

We’re a growing MSP, which means priorities shift, new tasks appear, and not everything is perfectly documented yet. For the right person, that’s not a problem — it’s an environment where someone who takes initiative and uses every tool available naturally stands out.

What You’ll Do

You’ll walk into a client’s world that has real moving parts — relationships, internal deadlines, communication threads, administrative backlogs, and calendar complexity. Your job is to bring order, anticipate what’s next, and make sure the client is always walking into rooms prepared — and to use AI tools to do all of it faster and better than it’s been done before.

That looks like:

Managing the client’s calendar end-to-end — scheduling, rescheduling, prioritizing conflicts, and making sure every meeting has a purpose and a brief before it happens
Handling inbound communication across email, phone, and messaging platforms — triaging, responding where appropriate, and escalating only what genuinely needs the client’s attention
Using AI tools (Claude, ChatGPT, or equivalent) to draft communications, summarize threads, generate reports, and prepare briefing materials faster than manual methods allow
Tracking open action items, follow-ups, and deadlines so nothing slips — and surfacing anything at risk before it becomes a problem
Preparing reports, presentations, meeting agendas, and briefing materials that are clear, accurate, and ready to use without further editing
Identifying repetitive administrative tasks and using AI-powered workflows or automation tools to eliminate them — not just complete them faster
Managing inquiries and interactions with professionalism and warmth — resolving what can be resolved, escalating what can’t, and always following through
Maintaining organized, accurate records across CRM systems, shared drives, and administrative databases — so information is findable, current, and reliable
Coordinating meetings, travel, and logistics across time zones with the kind of detail orientation that means surprises don’t happen
Supporting social media scheduling, market research, and competitor analysis when needed — using AI tools to accelerate research and content production

What We’re Looking For

Excellent conversational English — clear, natural, and easy to listen to. A strong accent is completely fine; what matters is that clients never have to work hard to understand you and walk away from every interaction feeling heard
Proven experience in an executive support, virtual assistant, or administrative role — you know what it takes to support a high-output client and you’ve done it before
Active, confident use of AI tools (Claude, ChatGPT, Gemini, or equivalent) — you use them daily to produce better work faster, not as a novelty you tried once
Proficiency in Microsoft Office Suite and Google Workspace — you don’t need training on the basics, you need a challenge
Experience with CRM tools (HubSpot, Zoho, Salesforce, or equivalent) — you can maintain records, track interactions, and generate reports without hand-holding
Strong written English communication — your emails are clear, professional, and require no revisions before they’re sent
Experience with social media management and scheduling tools — you can plan, post, and monitor across platforms without supervision
High accuracy and attention to detail — you catch errors before they leave your desk, not after
Strong organizational and time-management skills — you manage multiple priorities simultaneously and nothing slips through
Self-directed once you understand the environment — but you ask the right questions early to get there
Comfortable with ambiguity and shifting priorities — in a fast-moving environment, plans change; you adapt without losing ---------- ntum
Long-term mindset — you want to build trust over time, not treat this as a stepping stone

Nice to Have

Experience with AI-powered workflow automation tools (Make, Zapier, n8n, or equivalent)
Experience supporting C-suite or senior leadership in a remote environment
Familiarity with project management tools (ClickUp, Asana, Trello, or ---------- )
Basic bookkeeping (QuickBooks or Xero)
Experience with market research and competitor analysis

How Onboarding Works (And How That Changes)

We’re honest about how we work with new tea ---------- mbers.

In your first weeks and months, you’ll have real hands-on support from the team. We’ll work closely with you to understand how our clients operate, our tools, our standards, and how information flows across the business. We expect questions — and we’ll give you the time to learn.

As you show what you can do — and you will — that involvement steps back quickly. Trust grows fast here. People who demonstrate ownership, judgment, and quality work earn autonomy quickly. People who consistently deliver end up with significant latitude to shape how they support clients and manage their work.

We don’t want to over-direct people who don’t need it. But we also don’t believe in throwing someone in without context and calling it autonomy. We earn each other’s trust through real work — then we get out of the way.

What Success Looks Like

At 3 months:

The client’s calendar is clean, communication is handled, and nothing is falling through the cracks
You’re already using AI tools to produce outputs faster than expected
Your systems are making things more organized than they were before you arrived

At 6 months:

You’re anticipating needs before they’re voiced
The client spends less time on administration and more time on what only they can do
You’ve identified repetitive tasks and automated or streamlined them using AI tools — without being asked

At 12 months:

You’re an indispensable part of how the business operates
The client trusts your judgment completely
You’ve built AI-powered systems and habits that would be immediately felt if they disappeared
---------- is investing in your continued growth

How We Work

You won’t be micromanaged. We trust our people to do great work and we give them the space to do it.

There’s real work to be done — clients depend on us — but we understand that doing meaningful work means making decisions, and sometimes those decisions won’t be right on the first try. That’s how we find the right path. We don’t punish thoughtful mistakes. We learn from them and move forward.

We’re a growing MSP, so not every system is perfect yet and not every process is documented. That’s part of why we need someone like you — to help us build the workflows, systems, and habits that make us better as we grow.

This Role Is Not for You If:

You need constant direction and check-ins to stay on track
You treat “that’s not my job” as a reasonable response
You let things slip and wait for someone else to notice
You’d stay quiet about a mistake to avoid a difficult conversation
Confidentiality feels like a guideline rather than a hard rule
You’re uncomfortable with shifting priorities and changing plans
You’ve never seriously used AI tools in your daily work and don’t intend to start
Learning new things feels like a chore rather than something you actually enjoy

There’s no judgment in that list — it’s just not the environment. We’d rather be honest now than waste each other’s time.

What We Offer

Competitive salary based on experience
100% remote — no corporate commute, ever
Weekly pay via Wise direct deposit
Tech and internet allowance
Paid vacation leave
HMO
Access to the latest AI tools (Claude, Cursor, and more) to work smarter and automate more
Career growth opportunities in a fast-moving, systems-focused environment