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Scale Virtually VA

Executive Operations Partner – CEO Office

Scale Virtually VA

Serving as the operational counterpart to CEO, driving execution on various initiatives and projects while maintaining accountability. Feedback and structure in a fast-paced remote work environment essential.

Posted 6/15/2026full-timeRemote • 🇵🇭 PhilippinesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact
  • Act as the first operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO.
  • When new requests enter the CEO's inbox, calendar, or communication channels:
  • - Determine whether the CEO must be involved
  • - Identify items that can be delegated
  • - Flag items that should be postponed
  • - Recommend items that should be declined
  • - Protect executive focus by preventing unnecessary involvement
  • When priorities conflict, surface recommendations instead of simply presenting problems.
  • Project Execution When the CEO introduces a new initiative, partnership, idea, or strategic priority:
  • - Convert it into a documented execution plan
  • - Define objectives and desired outcomes
  • - Assign ownership
  • - Establish timelines and milestones
  • - Define success metrics
  • - Determine immediate next actions
  • Maintain visibility from project launch through completion.
  • Follow up proactively when deadlines slip, ownership becomes unclear, or momentum stalls.
  • Meeting Management Before executive and leadership meetings:
  • - Prepare briefing documents
  • - Gather relevant background information
  • - Identify risks and unresolved decisions
  • - Present recommended actions
  • During meetings:
  • - Capture decisions in real time
  • - Document commitments and ownership
  • - Record action items requiring follow-through
  • After meetings:
  • - Distribute action items
  • - Confirm ownership
  • - Track completion
  • - Follow up until commitments are executed
  • If decisions are made without clear owners, resolve the ambiguity immediately.
  • Leadership Accountability Maintain a single source of truth for active initiatives.
  • Track:
  • - Deliverables
  • - Deadlines
  • - Risks
  • - Escalations
  • - Bottlenecks
  • - Ownership
  • Provide weekly executive reporting that highlights:
  • - Progress
  • - Risks
  • - Missed commitments
  • - Decisions requiring executive input
  • Escalate execution risks before they become operational problems.
  • Communication Management Draft and manage:
  • - Leadership updates
  • - Internal communications
  • - Meeting summaries
  • - Follow-up messages
  • - Strategic announcements
  • Translate CEO direction into communication that teams can execute without requiring repeated clarification.
  • Decision Tracking Maintain a CEO Decision Log.
  • For every significant decision:
  • - Document the decision
  • - Capture why it was made
  • - Record ownership
  • - Track execution status
  • Prevent repeated discussions caused by missing documentation or unclear accountability.
  • Organizational Clarity Identify situations where:
  • - Ownership is unclear
  • - Multiple leaders believe they own the same initiative
  • - Priorities compete for the same resources
  • - Teams are overcommitted
  • - Strategic direction is being interpreted differently across departments
  • Escalate issues with recommended solutions rather than observations alone.

Requirements

What you’ll need
  • 5+ years supporting founders, CEOs, executives, or business owners
  • Strong project management experience across multiple concurrent initiatives
  • Experience coordinating work across multiple departments
  • Exceptional written English
  • Experience creating executive reports and operational updates
  • Experience documenting processes, systems, and workflows
  • Strong organizational systems thinking
  • Ability to manage competing priorities without constant supervision
  • You must be comfortable:
  • Making decisions with incomplete information
  • Following up repeatedly when accountability is weak
  • Challenging assumptions respectfully
  • Managing founder-driven environments with frequent changes
  • Operating independently for extended periods without detailed direction
  • Candidates who primarily identify as administrative assistants without execution ownership experience are unlikely to succeed in this role.

Benefits

Comp & perks
  • PTO
  • HMO
  • Fully Remote Work
  • Competitive Salary Package

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools
project managementexecutive reportingprocess documentationsystems documentationworkflow documentationdecision trackingrisk managementmilestone trackingaction item trackingorganizational systems thinking
Soft Skills
strong written communicationability to manage competing prioritiesdecision-making with incomplete informationfollow-up skillschallenging assumptionsindependent operationorganizational clarityproactive follow-upleadership accountabilitystrategic thinking