Executive Assistant (Founding Team)

VAI places trained, AI-fluent Filipino virtual assistants inside small US real
estate teams, and then stays in the relationship to make sure the placement
actually works. We are building the company that treats VAs the way this
industry should have all along: real employment, real training, real career
ladders, and clients who are held to standards too.

You would be our first hire. Not the first of a batch. The first.

That means this job is bigger than a job description can honestly contain, and
we would rather tell you that up front. You will work side by side with the
founder every day, and together you will build the machine that every future
VAI team member steps into. The training they take? You helped write it. The
hiring process they passed? You ran it. The standards they work to? You set
them by being first.

What you'll actually do

This seat is three jobs compressed into one, because that is what a founding
role is. Here are the three hats, honestly described:

1. Right hand to the founder

You keep the founder organized and moving: calendar, inbox triage, follow-up,
chasing projects to done. You sit in on calls, capture decisions, and make
sure nothing said in a meeting dies in the meeting. This is classic executive
assistant work, done at founding-team altitude, where the projects you are
chasing are the company itself.

2. Training builder

Every process you and the founder run for the first time, you document. You
turn how-we-did-it into a written SOP, and those SOPs become the training
library that certifies every VA who comes after you. You will work heavily
with AI tools to draft, structure, and maintain this material. Over time this
becomes VAI's core asset, and your fingerprints are on all of it.

3. Recruiter

You own the candidate pipeline: posting roles, screening applications, running
our multi-stage intake assessment, and keeping a warm bench of qualified
candidates so we can hire fast when a client signs. You will have been through
the funnel yourself, so you will know exactly what it feels like from the
other side.

The mix between the three hats will shift week to week, and we will be honest
with you about priorities in a daily huddle and a weekly planning session. You
will never have to guess what matters most.

You must have:**

• 2+ years supporting a US-based executive, business owner, or team remotely

(EA, operations, or senior VA experience)

• Excellent written English. Half this job is turning messy spoken reality

into clean written documents.

• Confident spoken English. You will be on camera with the founder daily and

with US candidates and partners regularly.

• Real fluency with AI tools (Claude, ChatGPT, Gemini, or similar) as part of

how you actually work, not something you have merely tried. We will test
this practically: can you pick up an unfamiliar AI tool from its
documentation and make it do something useful?

• Self-management. You will often be the only person awake on your side of the

company. You need to be someone who moves work forward without being pushed.

• A reliable setup: your own computer, stable primary internet, and a backup

plan for power and connectivity. Brownouts happen; work continuity is part
of the job.

• Ability to work the 8:00pm-5:00am Manila shift consistently.

Strongly preferred (tell us if you have it)

• US real estate experience: transaction coordination, listing coordination,

or support work inside a US real estate team. The training material you
build will teach real estate operations, so having done the work is a major
advantage and will place you higher in the pay range.

• Experience writing SOPs, training material, or process documentation
• Recruiting or interviewing experience
• Familiarity with Follow Up Boss, Sierra Interactive, Lofty, or BoldTrail

Bonus:

• You have built a working AI automation, agent, or custom GPT/skill,

anything where you configured an AI system rather than just chatted with one

Pay, benefits, and how we treat people

• $6.50-7.50/hr USD depending on experience
• Night differential paid on all hours worked between 10:00pm and 6:00am, which on this shift is most of them
• 13th month pay, SSS, PhilHealth, and Pag-IBIG contributions from day one, without exception
• Paid holidays on a published calendar covering both US and Philippine holidays
• HMO coverage beginning at month 6 (regularization)
• Paid time off accruing from month 10
• A disaster continuity policy that treats brownouts and storms as normal operational events to plan for, not personal failures

Two things about this shift, said plainly. First, 8:00pm-5:00am is a real night shift, and we pay for it: the rate floor here sits above day-shift market rates on purpose, and night differential applies to seven of your nine hours. Second, we deliberately rejected the 10pm-7am graveyard pattern common in this industry because it wrecks people. On this schedule you still get your evening at home and you are done before dawn. Your employment agreement will note that shift hours can be adjusted with reasonable written notice as the company grows, and we will always be straight with you about why.

How we work

Compliance is not decoration: VAs at VAI never touch wire instructions, never share credentials, never do work that requires a real estate license, and never cold-call. You will help us write these rules into training, and you will be expected to hold the line on them, including when someone senior to you asks you not to. We consider "I pushed back" a mark in your favor.

• You will have a real voice. Structured check-ins, a direct line to the founder, and, as the team grows, an anonymous channel, because we know that raising a problem can cost face and we want the problem anyway.
• AI is how we work, not a threat to your job. We are building a company where VAs manage AI systems rather than compete with them. You will be the first person trained that way, and eventually the person training others.

How to apply

Send us:

1. Your resume
2. A 2-3 minute video introducing yourself: who you are, what you have
supported before, and why a founding seat appeals to you more than a
settled one. Phone camera is fine. We are listening for your spoken
English and looking for whether you are comfortable on camera, not for
production value.
3. One short written sample: pick any process you know well, from work or
from life, and document it as a one-page SOP that a stranger could follow.
Use AI to help if you want; we care about the clarity of the result. This
is a genuine preview of the training-builder part of the job.

Applications without the video and the SOP sample will not be reviewed. That
is the first test: this role belongs to someone who reads carefully and follows through.