Executive Assistant

About Scaledforce
Scaledforce is a Canadian staffing company that helps growing Canadian businesses scale by hiring top-tier remote professionals. We focus on long-term placements, clear KPIs, and strong support so our tea ---------- mbers can build stable, fulfilling and rewarding careers.

About the Client
You'll be supporting the two founders of a well-established Canadian staffing and consulting firm based in Toronto. They run a highly systemised, fast-moving business, and they're the kind of leaders people want to work for: patient teachers with high standards, who invest in training, tooling, and growth for their team. They automate anything that can be automated, document their processes, and give their people the systems and support to do great work. This is a company that has kept the same right-hand EA for years at a time because they know how to set the right person up to win.

Job Overview
We're looking for a full-time, remote Executive Assistant to become the operational right hand to both founders. This is a blended role: you'll run two demanding executive calendars and inboxes and own a broad, varied administrative workload that keeps the business moving behind the scenes.
This isn't a role for someone who wants to be handed a narrow checklist and told exactly what to do all day. It's for a confident, self-managing operator who thrives on variety, builds their own systems, and stays calm when they're switching between very different tasks. The founders manage their own time down to the 15-minute block, use tools like ClickUp and Calendly, and will meet with you regularly, drip responsibilities to you as you master them, and give you SOPs to follow. The learning curve is real, and the people who succeed here lean into it rather than get overwhelmed by it.
This role starts as an executor and is built to grow. As you learn how each founder thinks, you'll take on more ownership and judgment over time.

Work Schedule

• Monday to Friday
• Aligned to Eastern Time (Toronto) business hours
• Philippine Time: approximately 9:00 PM – 5:00 AM PHT (night shift)

Please only apply if you're able to reliably work night shift long-term.

Salary & Incentives
Base Salary PHP 42,000 – 46,000 per month
Quarterly Performance-based quarterly bonuses

Key Responsibilities
Executive Support (Two Founders)

• Calendar orchestration — Manage two busy, highly structured executive calendars, protect focus time, and keep both founders' days running smoothly — coordinating across their schedules without dropping a beat.
• Inbox management — Triage and organise both inboxes, draft replies for review, and gradually take over sending on their behalf as you learn their voice and judgment.
• Meeting prep — Prepare briefing materials and agendas, and make sure both founders walk into every meeting ready.
• Proactive time management — Run their calendars proactively the way they run their own — booked, protected, colour-coded, and always a step ahead.

Administrative & Operations Support

• Documents & agreements — Prepare and execute client agreements, build and customise proposals, and produce clean, professional documents, reports, and presentations.
• Systems & filing — Own and organise a large Google Drive database so records are structured and easy to find.
• Process execution — Follow documented SOPs to the letter and build your own systems where none exist — you'll be trusted to create order, not wait for it.
• RFP & portal management — Manage the process around RFP solicitations and government portals (managing the workflow, not answering them), keeping deadlines and submissions on track.
• General admin — Own the wide range of recurring and one-off admin that comes across the founders' desks so they can stay focused on high-value work.

Sales & Business Development Support

• Lead follow-up & CRM — Support business development with lead follow-up, prospect tracking, and keeping the CRM clean and up to date.
• Scheduling — Book and coordinate business development and prospect meetings.

Qualifications
Required

• At least 3 years of experience as an Executive Assistant or Virtual Assistant supporting a founder, CEO, or senior executive — ideally supporting more than one executive at a time
• Proven ability to manage demanding executive calendars and inboxes with discretion, structure, and good judgment
• Strong written and verbal English — you'll draft email s, documents, and correspondence on behalf of the founders daily
• Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• Experience with broad, varied admin — documents, proposals, filing, process management — not just calendar and inbox
• Highly organised and self-disciplined — you keep everything in one system, not scattered across sticky notes, notebooks, and half-used lists
• A confident, self-managing operator who can switch gears between very different tasks without getting overwhelmed
• Proactive mindset — you anticipate needs, spot problems early, and take initiative without waiting to be asked
• Comfortable working efficiently and being measured on output — you get the right work done in a reasonable amount of time
• Reliable internet connection and a dedicated, quiet workspace
• Able to reliably work night shift (Toronto business hours) long-term

Nice to Have

• Experience supporting two or more executives at once
• Experience with ClickUp or another project management tool (Asana, Monday, Trello)
• Familiarity with CRM tools (logging contacts, deals, and activity)
• Experience with proposals, RFPs, or agreement/contract administration
• Familiarity with AI tools (ChatGPT, Claude, Gemini, Perplexity) and a willingness to work within an AI-first, automation-first workflow
• Background in staffing, recruiting, professional services, or consulting

Who Thrives in This Role
The founders have kept an EA in this role for years at a time when they've found the right person. Here's who that is:

• You lean into a learning curve instead of being intimidated by it — when something's new, your attitude is “I'll figure it out.”
• You thrive on variety and can switch between very different tasks in a single day without losing your footing
• You build your own systems and processes — you create order rather than wait to be handed it
• You're calm and low-drama under a full plate — you don't overthink or talk yourself out of things before you try them
• You're disciplined and organised — you manage your own time as tightly as the people you support manage theirs
• You work efficiently and take ownership — when something's in your lane, you run it without being micromanaged
• You communicate clearly and concisely — you summarise, you don't ramble
• You're a fast learner who picks up new tools, systems, and preferences quickly, and genuinely enjoy working smarter with AI and automation

Work-From-Home Requirements

• Laptop or PC with Intel i5 or equivalent
• Internet speed of at least 25 Mbps (upload & download)
• Noise-cancelling headset
• Power backup (UPS, generator, or nearby co-working space)
• Quiet, dedicated home workspace with a desk

Why Join Scaledforce
Benefits & Perks

• 13th Month Pay
• SSS, PhilHealth, Pag-IBIG
• HMO Health Insurance
• Paid Time Off + Sick Leave: 10 PTO days (accrued) + 5 sick days after probation
• Quarterly performance bonuses
• Annual salary increases based on performance
• Netflix subscription reimbursement

Career Growth

• Long-term, stable client placement with founders who invest in their people
• Clear KPIs, documented processes, and structured onboarding
• Regular coaching, training, and performance feedback
• Room to grow from executor into a broader ownership role over time
• Supportive Canadian work culture

How to Apply
Please email the following to ----------

• Updated resume
• Short video (1–2 minutes) introducing yourself and your experience as an Executive Assistant
• Subject line: SFSS Executive Assistant – [Your Name]

Only candidates that follow the instructions above will be considered.

Shortlisted candidates will undergo:

• Initial Scaledforce screening (30 min)
• Skills and communication assessment (30 min)
• Final client interview (30 min)