Senior Executive Assistant - Freelance, Remote
Magic One
Senior Executive Assistant - Freelance, Remote
Description\nAbout the Client
A US-based entrepreneur operating across multiple entities—including a growing construction company and personal ventures—is seeking a trusted Senior Executive Assistant. The client manages a fast-moving schedule, high-volume communications, and multi-entity operations in the Pacific Time Zone. They value initiative, precision, and a partner who can anticipate needs and drive outcomes with minimal oversight.
Why does this role exist?
This role exists to create leverage for the executive by owning calendars, communications, task follow-ups, and day-to-day operations across multiple entities. The objective is to streamline workflows, maintain airtight organization, and ensure nothing falls through the cracks—especially around compliance, documentation, and stakeholder coordination. Ultimately, this role frees the executive to focus on strategic decisions and growth.
The Impact you’ll makeExecutive Communications and Inbox Leadership\nDraft, edit, and send emails on behalf of the executive; manage inbox priorities and triage\nMaintain response SLAs and clear communication threads with internal and external stakeholders\nBe reachable via text and phone throughout the day for quick-turn decisions and updates\nCalendar, Scheduling, and Coordination\nFully own the executive calendar; schedule meetings and calls across time zones\nAnticipate conflicts, prepare agendas/materials, and ensure on-time participation\nCoordinate logistics and reminders to keep the day running smoothly\nTask, Project, and Follow-up Management\nTranslate notes into actionable tasks in Asana and track them to completion\nTake detailed meeting notes, assign owners, and manage deadlines and follow-ups\nProactively chase updates, remove roadblocks, and escalate issues as needed\nDocumentation, Files, and Knowledge Management\nOrganize Google Drive; maintain a clean, logical file structure and permissions\nKeep living documents, SOPs, and checklists up to date\nEnsure version control and quick retrieval of critical information\nLegal/Admin and Operations Support\nPrepare, track, and file routine paperwork for LLCs, registrations, and compliance\nMaintain calendars for licenses, renewals, and filing deadlines\nNice to have: support basic bookkeeping tasks (invoicing, payment follow-ups) and light social media posting\n
Skills, Knowledge and ExpertiseRequired:\n5–10 years as an Executive Assistant supporting US-based executives\nProven mastery of Gmail/Calendar management and executive correspondence\nAdvanced proficiency with Google Workspace and Asana\nDemonstrated experience handling legal/admin tasks (LLC filings, registrations, compliance paperwork)\nAvailability Monday–Friday, 7:00 am–4:00 pm Pacific Time and ability to work with minimal supervision\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nTechnical: Google Workspace power user (Gmail, Calendar, Drive, Docs), Asana for task/project management; strong note-taking and documentation; basic bookkeeping and social media (nice-to-have)\nSoft skills: extremely detail-oriented, proactive, anticipatory, and organized; excellent written and verbal communication; confident and professional; high discretion/confidentiality; calm under pressure; ownership mindset\nYou should apply if… \nYou thrive in a founder-led, fast-moving environment and enjoy switching between personal and business priorities\nYou take initiative, anticipate needs, and solve problems without hand-holding\nYou pride yourself on follow-through and making sure nothing falls through the cracks\nYou communicate clearly, protect your executive’s time, and uphold confidentiality at all times\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday: 7:00 am - 4:00 pm (Pacific Time)\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Department: Support & Leadership
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description\nAbout the Client
A US-based entrepreneur operating across multiple entities—including a growing construction company and personal ventures—is seeking a trusted Senior Executive Assistant. The client manages a fast-moving schedule, high-volume communications, and multi-entity operations in the Pacific Time Zone. They value initiative, precision, and a partner who can anticipate needs and drive outcomes with minimal oversight.
Why does this role exist?
This role exists to create leverage for the executive by owning calendars, communications, task follow-ups, and day-to-day operations across multiple entities. The objective is to streamline workflows, maintain airtight organization, and ensure nothing falls through the cracks—especially around compliance, documentation, and stakeholder coordination. Ultimately, this role frees the executive to focus on strategic decisions and growth.
The Impact you’ll makeExecutive Communications and Inbox Leadership\nDraft, edit, and send emails on behalf of the executive; manage inbox priorities and triage\nMaintain response SLAs and clear communication threads with internal and external stakeholders\nBe reachable via text and phone throughout the day for quick-turn decisions and updates\nCalendar, Scheduling, and Coordination\nFully own the executive calendar; schedule meetings and calls across time zones\nAnticipate conflicts, prepare agendas/materials, and ensure on-time participation\nCoordinate logistics and reminders to keep the day running smoothly\nTask, Project, and Follow-up Management\nTranslate notes into actionable tasks in Asana and track them to completion\nTake detailed meeting notes, assign owners, and manage deadlines and follow-ups\nProactively chase updates, remove roadblocks, and escalate issues as needed\nDocumentation, Files, and Knowledge Management\nOrganize Google Drive; maintain a clean, logical file structure and permissions\nKeep living documents, SOPs, and checklists up to date\nEnsure version control and quick retrieval of critical information\nLegal/Admin and Operations Support\nPrepare, track, and file routine paperwork for LLCs, registrations, and compliance\nMaintain calendars for licenses, renewals, and filing deadlines\nNice to have: support basic bookkeeping tasks (invoicing, payment follow-ups) and light social media posting\n
Skills, Knowledge and ExpertiseRequired:\n5–10 years as an Executive Assistant supporting US-based executives\nProven mastery of Gmail/Calendar management and executive correspondence\nAdvanced proficiency with Google Workspace and Asana\nDemonstrated experience handling legal/admin tasks (LLC filings, registrations, compliance paperwork)\nAvailability Monday–Friday, 7:00 am–4:00 pm Pacific Time and ability to work with minimal supervision\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nTechnical: Google Workspace power user (Gmail, Calendar, Drive, Docs), Asana for task/project management; strong note-taking and documentation; basic bookkeeping and social media (nice-to-have)\nSoft skills: extremely detail-oriented, proactive, anticipatory, and organized; excellent written and verbal communication; confident and professional; high discretion/confidentiality; calm under pressure; ownership mindset\nYou should apply if… \nYou thrive in a founder-led, fast-moving environment and enjoy switching between personal and business priorities\nYou take initiative, anticipate needs, and solve problems without hand-holding\nYou pride yourself on follow-through and making sure nothing falls through the cracks\nYou communicate clearly, protect your executive’s time, and uphold confidentiality at all times\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday: 7:00 am - 4:00 pm (Pacific Time)\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
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