Scale Virtually VA

Project Manager

Scale Virtually VA

full-time

Posted on:

Location Type: Remote

Location: Philippines

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About the role

  • Take ownership of the delivery of CEO-assigned initiatives across multiple businesses, ensuring projects progress to completion.
  • Translate CEO direction into structured project plans with milestones, owners, and deadlines.
  • Maintain forward motion during CEO downtime by making decisions within scope, escalating only when necessary.
  • Protect the CEO’s focus by eliminating unnecessary back-and-forth and resolving blockers proactively.
  • Maintain a master initiative tracker (portfolio view) across companies including status, priority, risks, next actions, and deadlines.
  • Identify scheduling conflicts, resource constraints, and priority clashes early.
  • Proactively recommend sequencing and workload balancing to avoid overwhelm and missed deadlines.
  • Keep projects aligned with executive priorities and quarterly objectives.
  • Build and maintain clear project plans including scope, milestones, dependencies, and handoff points.
  • Ensure all deliverables are defined, assigned, and tracked to completion.
  • Run execution cadence (weekly project reviews, daily check-ins as needed, deadline reminders, task closure).
  • Ensure required details are gathered upfront so execution doesn’t stall midstream.
  • Coordinate with internal departments (Sales, Process Development, Operations, Finance, Recruiting, etc.) and external vendors as needed.
  • Assign ownership clearly and ensure accountability across stakeholders.
  • Facilitate meetings that produce decisions and action items—no circular discussions.
  • Follow up relentlessly until tasks are completed and verified.
  • Identify risks early (scope creep, unclear ownership, missing inputs, timeline slippage).
  • Implement mitigation plans and keep stakeholders aligned on changes.
  • Escalate critical issues with a solution-first approach (what happened, impact, recommended next step).
  • Maintain momentum by resolving issues before they become emergencies.
  • Publish structured weekly status updates for CEO visibility: what moved, what’s pending, what needs decisions, risks, and next steps.
  • Maintain “close-the-loop” discipline—no open loops, no dropped requests.
  • Provide concise summaries after meetings with action items, owners, deadlines, and follow-up plan.
  • Create clear internal handoffs when a project transitions to another team or owner.
  • Coordinate with the Process Development Department to document repeatable workflows for how CEO initiatives are launched, tracked, and completed.
  • Create templates for project plans, weekly updates, decision logs, and risk registers.
  • Improve execution systems over time based on real project learnings and recurring friction points.

Requirements

  • 5+ years experience in Project Management, Operations, Executive Support (project-heavy), or Implementation Leadership
  • Proven ability to manage multiple projects simultaneously across different teams and business units.
  • Strong ownership mindset: can drive outcomes independently without constant supervision.
  • Excellent communication skills (written and verbal): clear, structured, and decisive.
  • Strong prioritization and time management; able to manage competing deadlines calmly.
  • Highly organized with strong follow-through and “no dropped balls” execution standards.
  • Preferred Qualifications
  • Experience working directly with a CEO, founder, or executive leadership team in a fast-paced environment.
  • Experience coordinating cross-company initiatives (multi-entity or multi-department operations).
  • Familiarity with remote team management, asynchronous execution, and accountability systems.
  • Strong understanding of process improvement, SOP documentation, or operational systems.
  • Tools You’ll Likely Use
  • Monday (or equivalent project management platform)
  • Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
  • Slack
  • Zoom
  • DocuSign
  • HubSpot (or CRM coordination when initiatives touch Sales/Clients)
Benefits
  • HMO
  • PTO
  • Competitive Salary
Applicant Tracking System Keywords

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

Hard Skills & Tools
Project ManagementOperations ManagementImplementation LeadershipProcess ImprovementSOP DocumentationRisk ManagementWorkload BalancingSchedulingResource ManagementTask Closure
Soft Skills
Ownership MindsetCommunication SkillsPrioritizationTime ManagementOrganizational SkillsFollow-throughDecision MakingProblem SolvingCollaborationAccountability