Catena

Virtual Executive Assistant – AI, Technology Startup

Catena

full-time

Posted on:

Location Type: Remote

Location: Philippines

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About the role

  • Keep founders and teams focused on strategic priorities by handling personal and professional logistics efficiently.
  • Streamline operational workflows and manage ad-hoc requests to maintain smooth daily operations.
  • Improve responsiveness and minimize friction by anticipating needs and presenting solutions proactively.
  • Contribute to overall team productivity and satisfaction by managing personal and lifestyle-related tasks for founders.
  • Handle personal logistics for founders, including appointments, errands, and personal scheduling.
  • Coordinate domestic travel, accommodations, and itineraries within the United States.
  • Manage gift purchases, personal shopping, and special occasion planning.
  • Research and book services, vendors, and experiences across San Francisco and the US.
  • Act as a virtual concierge for a wide range of personal needs.
  • Respond promptly to ad-hoc requests from founders and team members.
  • Coordinate bookings, reservations, and vendor relationships remotely.
  • Handle logistics for SF-based activities while working remotely.
  • Collaborate with an in-person EA (once hired) on calendar and inbox workflows.
  • Support occasional team-wide administrative tasks as needed.
  • Identify needs before they are explicitly requested and present solutions proactively.
  • Anticipate friction points and resolve them independently.
  • Use AI tools and automation to complete tasks efficiently.
  • Flag priorities, blockers, or delays clearly and early.
  • Maintain clear, concise communication via Slack and async updates.
  • Provide status updates and confirm task completion.
  • Remain responsive during agreed-upon core hours.
  • Communicate proactively when stepping away or reprioritizing tasks.

Requirements

  • Proven experience as a Personal Assistant, Executive Assistant, or Virtual Concierge.
  • Demonstrated experience booking US-based services, appointments, and logistics.
  • Strong experience supporting founders or executives.
  • Background working with fast-paced startup teams.
  • High responsiveness and ability to execute without constant supervision.
  • Strong problem-solving skills and resourcefulness in US markets.
  • Ability to overlap significantly with San Francisco working hours.
  • Excellent written and verbal English communication.
  • Familiarity with San Francisco vendors, services, and logistics (Nice-to-Have).
  • Experience using AI tools (e.g., ChatGPT, Claude) to improve productivity (Nice-to-Have).
  • Experience coordinating remote bookings for US-based clients (Nice-to-Have).
Benefits
  • Competitive Salary: Based on experience and skills
  • Remote Work: Fully remote—work from anywhere
  • Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
  • Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
  • Generous PTO: In accordance with company policy
  • Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
  • Direct Mentorship: Guidance from international industry experts
  • Learning & Development: Ongoing access to resources for professional growth
  • Global Networking: Connect with professionals worldwide

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
logistics managementappointment schedulingtravel coordinationvendor managementservice bookingproblem-solvingtask prioritizationremote coordinationadministrative supportworkflow optimization
Soft skills
proactive communicationresponsivenessresourcefulnessteam collaborationindependent executionanticipation of needsconcise communicationadaptabilitytime managementcustomer service