Executive Assistant Project & Process Office Manager + System Builder

Are you an enthusiastic “A-Player” with strong support and organizational skills seeking an opportunity to spread your wings?
If you have 3+ years of experience in any or all of the following:
• Executive Assistance / Back Office Management (Admin, Legal/Compliance, Financial)
• Project Management
• System & Processes Development (SOPs)
And if you’re interested in a diverse role with significant learning & growth opportunities, then read on!

I am a multiple business owner, and a big believer in systems and strategic planning & execution; I value intelligence, and a hunger for constant learning, improvement & growth. Working with me, you can expect to be challenged and pulled to always be your own best version.
My areas of focus in order of importance are:
Scale my international eCommerce brand Juice My Ride, with a team of 4 (& counting).
Optimize my personal performance (business growth, financial growth, health & vitality, flow/deep work)
Build a data-driven business building & operating system to automate decision-making and grow my businesses with minimal day-to-day involvement.
Optimizing the performance of 70+ of my rental properties with an in-house remote property manager + on-the-ground property management company.

To accomplish the above, I am seeking a highly intelligent, detail-oriented, process-driven rockstar; someone with a growth mindset to wear the hat of an execution master where no task is too small; while having the ability (and experience) to develop processes to automate all repetitive tasks, and then hire & train people to do them once the volume requires it.
Please find a comprehensive list of functions that will be fulfilled by the chosen candidate at the bottom of this job ad.

The core values I live, breathe, hire/train/fire, and promote are: Passion, Mastery, Data Driven Decisions, and Whatever it Takes to Get the Job Done.

If you do NOT rate yourself at a minimum of 8.5/10 on the following, this role is NOT for you:
• Attention to details
• Time/energy management
• Ability to focus on one task until completion
• Being organized
• Resourcefulness
• Process development & optimization

THE OPPORTUNITY
• Opportunity for never-ending personal, professional, and financial growth.
• Master your skills in project planning & management, professional excellence, data-driven decision-making, and hiring talent.
• Exposure to all aspects of business operations, development, and growth.
• Access to a wide array of courses, training programs, and personal development tools.

Your most important asset will be a no-excuses attitude toward getting projects completed effectively and efficiently, along with an infinite passion for personal growth and learning. Your ability to effectively take ownership of your responsibilities, research for answers, solve problems, and proactively add value will make you an ideal candidate for the position.

Key Skills Required:
• Communication Skills: ability to communicate effectively with all types/levels of people; be 100% responsible for the effectiveness of our peer-to-peer communications. Must have excellent oral and written skills.
• Project Management Skills: defining clear outcomes, meticulous planning, scheduling, critical thinking, task management, quality management, delegation & people management. Preferably experience with task management software (we use ClickUp for all project and task management).
• Time/Focus Management: the ability to work on one task at a time until completion or exhaustion, complete elimination of all possible internal & external distractions. We do not believe in multitasking.

This is a full-time position, 40 hours a week, M-F, working US EST business hours (20-30m of work per day are required on weekends, when we’re hiring).
Compensation: Php 75,000-Php 100,000 per month, depending on experience and performance.

We only hire “A Players”; team players, highly motivated self-starters who reject average.
Those who ask the question: what else can I do? What coaching do you have for me? What can I do better? Team members who are reliable, understand the importance of systems in business; thrive in a fast-paced, quick-change environment; are resourceful with a “can-do” attitude; and are free with solid work ethics.

This job is NOT for you IF:
• You don’t have at least 3 years of experience in relevant roles
• You are not comfortable working during US Eastern Time Zone business hours (9am-6pm).
• You have other jobs/business/projects that you plan to keep.
• You did not keep a job for 1 year or longer in the last 3 years (employer reference call will be made to verify).
• You do not feel comfortable tracking your time/monitor.

**How to apply?**
Please respond to this ad using the word Rockstar in the subject line (or body of the message if you were invited to this job ad) and answer the following questions:
1. Have you held a similar position for a total of at least 1 year? provide details.
2. Describe your experience in system/SOP building & project management, be specific.
3. How would you rate your English writing and speaking levels 1-10?
4. What is or are the most exciting aspect/s of this job for you?

We value honesty more than perfection. If we suspect you have used AI tools for your responses to our job ad or follow-up questions, we will not be able to proceed with your application.

Thank you for your diligence and attention to details,
I hope to connect with you soon!
Kirill Yudovski

Current role’s functions & responsibilities:

*eCommerce Back Office/Admin Operations*
• Research and meet regulatory and marketplace compliance for different marketplaces/countries as needed
• Vendor Management related to regulatory compliance
• Ordering inventory
• Hiring: post job ads, invite candidates, process & screen applicants, onboard new hires + continuously improve our hiring funnels & internal processes.

*Bookkeeping, reporting, payments management*
• Monthly and quarterly report filing (sales tax, international VAT, payroll, etc)
• Tracking and sorting all expenses using Quickbooks or similar
• Budget Tracker Management
• Bills/Disputes Payments
• Employee time-sheet verification & payments

*General/Personal/Back Office*
Anything on my plate that can be done by someone else, should be done by the Executive Assistant. These areas will require your help in:
• Tracking & improving processes across all of my businesses
• Time & task management for myself
• Mail Management
• Email management: draft professional emails, sort & respond to emails
• Communication (phone, email, etc.) with companies/vendors on my behalf (submitting tickets/cases, ne)
• Filling out documents, organizing files in a cloud folder etc.
• Tools & tech: research & test new tools, onboard and implement