Virtual Executive Assistant

Virtual Executive Assistant (Remote, Full-Time)
Clock Builders Business Coaching
Remote – Open to candidates in the Philippines
Full-time (40 hours/week) | Flexible hours (must overlap with PST business hours)

Do you have experience supporting executives in Canada or the US?
Are you highly organized, proactive, and eager to work with business leaders?
Do you thrive in a fast-paced environment that requires problem-solving and adaptability?
Are you interested in using AI tools and automation to improve workflows?
If so, this opportunity may be perfect for you.

About Me & My Work
My name is Jay Evanow, and I am a business coach working with leaders across various industries, helping them create stronger vision and structure in their organizations. I am a former CEO, a lifelong learner, and a dedicated family man. My passion is empowering leaders and helping businesses scale effectively.
I am based in Victoria, BC, Canada, with my wife and three children. Outside of coaching, I am an avid cyclist, drummer, and active community member.

About the Role
I am seeking an experienced Virtual Executive Assistant to provide administrative, organizational, and operational support as I expand my coaching practice.
Your work will directly help me increase my impact with clients and improve my quality time with my family.
This role offers hands-on exposure to leadership, business strategy, and AI-driven efficiency—ideal for someone who wants to develop professionally while working closely with a growing business.

Who You Are
You are a highly organized, proactive, and detail-oriented professional who thrives in a remote work environment. You can take initiative, anticipate needs, and independently manage tasks to keep a busy executive on track.
You are an excellent communicator—both written and spoken—and comfortable interacting with North American business leaders and administrators via email, phone, and virtual meetings.

Key Responsibilities
1. Calendar & Scheduling Management
Manage a busy executive calendar, scheduling client meetings, coaching sessions, and personal appointments.
Proactively resolve scheduling conflicts and prioritize high-value engagements.
Send reminders and confirmations to clients and stakeholders.
2. Client Communication & Session Follow-Ups
Professionally manage incoming emails, responding promptly and appropriately.
Coordinate client follow-ups, ensuring key discussions continue efficiently.
Use templates to draft session summaries, attach relevant coaching photos, and document key takeaways.
3. Travel Coordination
Research and book flights, accommodations, and transportation for business and personal travel.
Ensure smooth coordination of itineraries, time zones, and scheduling constraints.
Handle last-minute changes or cancellations efficiently.
4. Bookkeeping & Financial Administration
Organize receipts and track expenses in QuickBooks.
Prepare and send invoices; track and follow up on client payments.
Maintain accurate financial records. (Formal accounting experience is a plus but not required.)
5. Technology & AI Automation
Use AI tools (e.g., ChatGPT, Notion AI, Zapier) to enhance efficiency.
Manage CRM systems (HubSpot) to track leads and client relationships.
Support project workflows using Asana or similar tools.
6. Personal Assistance & Family Logistics
Maintain a family calendar, including personal and children’s activities.
Assist with family travel planning and reservations.

What You Bring to the Table
- Fast Learner & Growth-Oriented – Eager to learn, improve, and take on new challenges.
Problem-Solver – Able to work independently and find creative solutions.
Strong Communicator – Clear, professional written and verbal skills in English.
- Tech-Savvy & Highly Organized – Comfortable with:
-Google Workspace (G Suite)
-Microsoft Office (Word, Excel, Outlook)
-Zoom & Video Conferencing
-Asana (or other project management tools)
Experience working with a Canadian or US Service-Based Business (Required)
Familiarity with QuickBooks or basic bookkeeping (Preferred but not required)

Why Work With Me?
Work directly with a business leader and gain insights into entrepreneurship.
Learn AI, automation, and process optimization skills.
Stable, long-term remote work with room for growth.
Flexible schedule (but must have availability during PST/EST business hours).

How to Apply
To be considered, please provide responses to the following:
1> Describe your interest in this role and why you believe you’d be a good fit. (Please write this in your own words—do not use AI.)
2> Describe your experience working with a Canadian or US company. (Who did you interact with? What did you learn?)
3> Share an example of a time you had to solve a problem independently. (What was the challenge? How did you solve it? What did you learn?)
4> How do you ensure confidentiality when handling sensitive information? (Give an example.)
5> What books, tools, or personal development resources have helped you in your career?

Final Thoughts
This role is ideal for an experienced Executive Assistant or Virtual Assistant who enjoys working with business leaders, has strong problem-solving skills, and is eager to leverage AI and automation to enhance efficiency.
If this sounds like you, I’d love to hear from you.