Executive Assistant [2639-247391]
Posted Updated
Company Overview
LevelUp is a specialist agency providing outsourcing solutions to agencies, software vendors, and website owners. For over seven years, we have successfully collaborated with a variety of companies, providing valuable technical, operational, and back-office support. We have a large team of skilled and passionate professionals who are committed to delivering high-quality work for our clients.
Position Overview
You will serve as the right hand to the founder of a growing US-based consulting business. The founder manages a full client workload, drives sales, delivers services, and oversees hiring. We are looking for a highly capable Executive Assistant who can seamlessly take tasks completely off their plate and keep projects moving without needing to be chased.
You will often receive concise, one-line instructions (e.g., "Can you make these changes to the proposal?" or "Find time with this client next week"). You are expected to determine the next steps, identify missing information, ask insightful questions, and deliver the completed task. You will also proactively manage the founder—following up on outstanding items, adjusting overloaded calendars, and flagging stalled deals before they become an issue.
Role Details
• Work Environment: The founder is fast-moving and managing a full schedule. Replies may not always be immediate, so persistent follow-up is expected.
• System Building: There are no established systems yet; you will have the opportunity to build them from the ground up.
• Leadership: You will work directly with a founder who values high-quality work, provides honest feedback, and quickly notices when you are making their life easier.
Reference: 2639-247391
Responsibilities
- Update proposals, verify numbers and terms, and manage the approval process to ensure deals progress smoothly and clients are not left waiting.
- Manage complex scheduling, booking 20+ meetings per week while building a sustainable schedule for the founder that includes breaks, meals, and focus time.
- Resolve calendar conflicts by offering alternative dates or checking priorities before booking over existing engagements.
- Maintain an up-to-date overview of all ongoing projects (proposals, client deliverables, hiring, invoices) and provide daily morning briefs on what requires the founder's attention.
- Generate and send invoices, track payments, and persistently chase overdue accounts.
- Drive the hiring process by screening CVs, scheduling interviews, and preparing next steps to ensure a seamless and responsive candidate experience.
- Coordinate training sessions and retreats, managing agendas, materials, logistics, and attendee communications.
- Transform raw content from the founder into polished, professional presentation decks.
- Evaluate, recommend, and set up simple yet effective task management and scheduling tools, ensuring widespread adoption.
Essential Requirements
- At least 4 years of experience directly supporting a founder, business owner, or senior executive, taking full ownership of their calendar and tracking a wide range of tasks.
- Proven track record of driving work to completion, especially when outcomes depend on other people.
- The confidence to politely push back on senior leadership regarding their time, deadlines, or pending items without needing to be prompted.
- Excellent written English, ensuring clear, concise, and accurate communication on the first pass.
- Sound judgment in managing calendars across US time zones, effectively protecting focus time, spotting overloads, and knowing when to act independently versus when to ask first.
- Strong proficiency in Google Workspace and a solid working knowledge of Microsoft Office.
- Hands-on experience configuring and managing task or project tools (e.g., Monday.com, ClickUp, Asana, Notion, Trello), ideally having set up these systems yourself.
- Ability to seamlessly turn raw content into finished, professional presentation decks.
- Experience utilizing AI tools effectively, with the strong judgment to thoroughly review and verify all outputs before distribution.
- Availability during the client's US business hours, supported by a reliable internet connection and a solid backup plan for outages.
Preferred Qualifications
- Experience supporting a consulting, professional services, or agency business.
- Familiarity with proposals, invoicing, and payment follow-ups within a small business environment.
- Background in recruitment coordination or HR administration.
- Hands-on experience managing a CRM or sales pipeline tracker.
- Proficiency with scheduling tools (e.g., Calendar Bridge, Reclaim) and automation platforms (e.g., Zapier).
- Formal project management training or certifications.
More Information
- We have a company culture that focuses on the well-being of its team members, with a good work life balance and respectful work environment.
- Equipment provided
- HMO + 13th month pay
- Shift: US Central Time, 8:00 AM – 5:00 PM (Philippine Time: 9:00 PM – 6:00 AM)
- Working Days: Monday to Friday
Skills
As published by lever · 19 questions · 6 written answers
Basics
Resume/CV, Full name, Email, Phone, Current location, Current company
Short answers (7)
- What is your current/previous Monthly Basic Salary in PHP? (Excluding allowances, bonuses, and 13th-month pay. Format: e.g., 20,000)
- What other monetary benefits do you get on top of your base pay?
- What's your expected monthly gross salary in Php? (Required format: e.g., 20,000)
- How many years of experience do you have in the role you’re applying for?
- For a referral, please indicate the name of the referring LevelUp employee.
- What is your standard notice period, and is there any flexibility to start sooner?
- Do you intend to take on additional employment or paid work while employed in this role (including freelance/contract work)? If yes, please describe the expected timing and hours per week.
Pick from a list (6)
- Where did you first encounter this job opportunity?
- What was the final step that made you decide to apply?
- Are you currently living in the Philippines on a full-time basis and legally authorized to work in the Philippines? If not, please explain.
- Do you require a visa or any type of sponsorship to work in the Philippines?
- If selected for this role, are you able to reliably commit to the required schedule: US Central Time, 8:00 AM – 5:00 PM (Monday to Friday / Philippine Time: 9:00 PM – 6:00 AM) with no flexibility?
- Do you have a dedicated, distraction-free workspace with a stable internet connection suitable for professional video conferencing?
Written answers (6)
- Describe a specific time you had to tell a senior executive or founder "no" or push back on how they were spending their time. What was the scenario, what exact language did you use to communicate with them, and what was the outcome?
- Walk us through a real project or task you completed where your manager gave you only a vague, one-line direction (e.g., "Set up a system for proposal follow-ups"). What specific gaps did you have to figure out on your own, what single clarifying question did you ask, and how did you deliver the final result?
- Detail a task management or scheduling setup you built from scratch in a previous role. What specific tool did you choose, what was the exact layout or workflow you set up, and how did you convince a busy executive to actually adopt and stick to using it?
- Tell us about a time an essential deliverable, client proposal, or candidate hire was blocked because an internal leader or external partner stopped replying. Step by step, how many times did you follow up, through which channels, and what did you do to get it un-stuck without alienating the person?
- Share an instance where you used an AI tool (like ChatGPT) to draft a document, email, or deck, but found that the initial output was wrong, tone-deaf, or unusable. What specifically did the AI miss, and how did you edit or fix it before sending it out?
- Across your past roles, which of these specific operational tasks have you personally owned from start to finish: (a) chasing overdue client invoices, (b) updating sales CRM pipelines, or (c) screening candidate CVs? Pick one and describe the exact software you used and the most frustrating edge case you had to handle.