Teamified

Virtual Assistant

Teamified

full-time

Posted on:

Origin:  • 🇵🇭 Philippines

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Job Level

Mid-LevelSenior

About the role

  • Teamified helps enterprises and digital-native businesses in Australia build remote teams in India, Philippines and Sri Lanka, focusing on trust, integrity, culture, and hiring processes
  • Client: independent growth and investment advisory dedicated to AgriFood innovation, enabling innovators, organisations, and investors in food and agriculture
  • Role: Serve as the operational cornerstone to ensure seamless execution of business and client-facing operations, manage workflows, coordinate Human-AI team, and maintain systems to increase the Managing Director's strategic capacity
  • Executive Support & Operations (30%): manage inbox, calendar, scheduling, routine requests, invoicing and expenses (Xero), plan domestic/international travel and trade missions, maintain and improve SOPs via the Agile Operations Playbook
  • Client & Project Coordination (30%): oversee client onboarding, contracts, project setup, prepare intelligence briefings, support trade mission logistics and partner engagement, manage data rooms for capital raising/M&A, coordinate stakeholder networks
  • AI & Deliverables (25%): review AI outputs for quality and accuracy, format and enhance client-facing presentations/reports, build prompt libraries and maintain AI context libraries
  • Business Development & Marketing (10%): maintain CRM and sales pipeline, support content distribution (LinkedIn, network updates)
  • Knowledge & Process Improvement (5%): maintain operations playbook, suggest improvements, manage case studies and IP assets

Requirements

  • 3+ years as a remote Executive Assistant, Project Coordinator, or similar role supporting senior executives/founders in fast-paced environments
  • Skilled in inbox/calendar management, travel logistics, invoicing (Xero), client onboarding, workshop preparation, stakeholder coordination, and data room management
  • Experience coordinating trade missions/events, managing SOPs/playbooks, and handling client communications; strong ability to review, format, and enhance deliverables (reports, presentations)
  • Comfortable working with AI tools (Google Gemini/Gemma) for drafting, research, and workflow optimization; able to build prompt libraries and maintain knowledge databases
  • Familiar with CRM (Dex, Notion), pipeline management, and supporting thought leadership/marketing distribution
  • Tools: Google Workspace, Notion, Miro, Superhuman, Zoom, Calendly, Zapier, Dex CRM, Xero, Canva
  • Process-driven with strong organisational and time-management skills
  • Proactive, autonomous, and adaptable to new tools/AI systems
  • Detail-oriented with a strong quality control mindset
  • Excellent communicator (fluent English) with discretion and integrity