Virtual Assistant

About the Role

SmartScale360 is looking for an experienced Executive Assistant | Customer Experience & Marketing Coordinator to support a fast-growing U.S.-based business. This is an excellent opportunity for a highly organized, proactive professional who thrives in executive support, customer service, operations, and marketing coordination.

This is more than a traditional Executive Assistant role. You'll serve as the owner's right hand, helping manage day-to-day operations while improving internal processes, enhancing the customer experience, coordinating marketing initiatives, and ensuring projects stay on track. We're looking for someone who anticipates needs, solves problems independently, and continuously looks for ways to improve efficiency.

Location: Remote

Salary: PHP 50,000/month + Performance Bonuses

Benefits: 10 days PTO, Annual Appraisal, Career Growth Opportunities, Healthcare Benefits

Schedule: U.S. Hours

Executive & Administrative Support

• Manage executive calendars, appointments, and meeting coordination
• Organize and prioritize emails, tasks, and daily workflows
• Prepare reports, presentations, business documents, and correspondence
• Coordinate vendor communication and administrative follow-ups
• Conduct online research and compile business insights
• Create, maintain, and improve Standard Operating Procedures (SOPs)
• Track projects, deadlines, and action items to ensure timely completion
• Maintain organized digital files and business documentation

Customer Experience & Client Communication

• Deliver exceptional customer service throughout the customer journey
• Conduct customer follow-ups before, during, and after projects
• Confirm appointments and communicate scheduling updates
• Coordinate installation, financing, warranty, and project communications
• Respond to customer inquiries professionally and promptly
• Track customer concerns and assist with issue resolution
• Request customer reviews and testimonials
• Monitor customer satisfaction and help improve the overall client experience

CRM & Operations Support

• Maintain accurate CRM records and customer information
• Perform data entry and documentation updates
• Assist with sales agreement revisions and administrative processing
• Coordinate scheduling and internal workflow support
• Create reports and monitor operational performance
• Develop process documentation, workflows, and internal checklists
• Identify opportunities to improve efficiency and reduce administrative errors
• Support daily operations and cross-functional projects

Marketing & Social Media Coordination

• Coordinate Google Review and online reputation campaigns
• Collect customer testimonials and organize success stories
• Schedule and manage social media content across multiple platforms
• Organize before-and-after project photos and marketing assets
• Assist with email marketing and SMS campaigns
• Update website content as needed
• Design basic marketing materials using Canva
• Generate marketing reports and performance updates
• Support brand awareness and customer engagement initiatives

Key Performance Metrics

Success in this role will be measured by:

• Customer Satisfaction Scores
• Response Time
• Task Completion & Accuracy
• CRM Accuracy
• Review Generation
• Marketing Campaign Completion
• Administrative Accuracy
• Process Improvement Contributions
• Executive Productivity & Time Saved

Required Qualifications

• Minimum 3–5 years of experience as an Executive Assistant, Virtual Assistant, Administrative Coordinator, Operations Coordinator, or similar role
• Proven experience supporting executives, business owners, or leadership teams
• Strong customer service and client communication experience
• Experience using CRM systems and maintaining accurate records
• Proficiency in Google Workspace and Microsoft Office Suite
• Experience coordinating calendars, meetings, projects, and administrative workflows
• Strong organizational, documentation, and problem-solving skills
• Ability to prioritize multiple tasks while maintaining accuracy
• Experience with social media coordination and basic marketing support
• Reliable remote work setup with strong internet connection

Nice to Have

• Experience with GoHighLevel (HighLevel)
• Experience using Canva for marketing materials
• Familiarity with ChatGPT and AI productivity tools
• Experience managing Google Reviews and online reputation
• Background in marketing coordination or digital marketing
• Experience in customer success or customer experience roles
• Previous experience supporting home services, construction, remodeling, healthcare, or service-based businesses

Ideal Candidate

• Highly organized with exceptional attention to detail
• Proactive and able to anticipate business needs
• Strong multitasking and project coordination skills
• Excellent written and verbal English communication skills
• Customer-focused with a professional and positive attitude
• Resourceful, adaptable, and solutions-oriented
• Comfortable working independently in a fast-paced environment
• Strong time management and organizational skills
• Tech-savvy and quick to learn new systems and software

Tools & Systems

• CRM Platforms (GoHighLevel preferred)
• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
• Microsoft Office Suite
• Canva
• ChatGPT and AI productivity tools
• Social media platforms and scheduling tools
• Project management tools (Asana, Trello, ClickUp, Monday.com, or similar)

Work-From-Home Requirements

• Laptop/PC: Intel i5 or equivalent, 8GB RAM minimum
• Internet: 100 Mbps stable connection
• Backup: Secondary device, internet, and power supply required

Why Join SmartScale360?

Join a supportive team, grow your career, and play a key role in ensuring patients receive the care they need.

Apply now and help us make home care seamless for U.S. clients!