Executive Assistant - Operations & CRM for US Client (Remote/Hybrid)

We're hiring an Executive Assistant to serve as the operational backbone of the company. This is a high-trust, high-ownership role focused on keeping our internal systems tight, our CRM clean, and our team moving efficiently. You'll be the person who makes everything run behind the scenes.

This role is ideal for someone who is highly organized, obsessively detail-oriented, and takes pride in keeping records, databases, and systems airtight. You notice what others miss. You don't let things slip. And you thrive in a startup environment where priorities can shift quickly — without letting your standards drop.

Duties and Responsibilities

1) Admin + Operations Support (Daily Execution)

• Manage and respond to emails/messages with fast turnaround — nothing sits unanswered
• Calendar support, scheduling, confirmations, and follow-ups — no double bookings, no missed appointments
• Create and maintain detailed documentation (SOPs, checklists, process notes) that anyone can follow
• File organization (Google Drive/Notion) — structured, labeled, and easy to navigate at all times
• Task tracking and daily prioritization — you know what's urgent, what's pending, and what's done
• Coordinate across team members to ensure deadlines are met and nothing falls through the cracks

2) Records & Database Management (Critical)

• Own and maintain all internal records with precision — contacts, files, logs, and data are always accurate and up to date
• Build and enforce naming conventions, folder structures, and tagging systems across tools
• Audit records regularly — catch errors, duplicates, and gaps before they become problems
• Maintain clean, reliable data across platforms (CRM, Drive, Notion, spreadsheets)
• Document everything: meeting notes, decisions, action items — nothing lives only in someone's head

3) CRM Management (Must Have)

• Maintain a clean, organized CRM (contacts, tags, notes, pipelines, segmentation) — zero tolerance for messy data
• Track leads and customer status with precision: new lead → booked → active → follow-up
• Ensure timely follow-ups and reminders are triggered and logged — no lead goes cold by accident
• Basic reporting and weekly updates: pipeline status, response time, lead progress
• Support automation workflows (email sequences, tagging rules, integrations)

4) AI + Automation Support

• Use AI tools (ChatGPT and others) to accelerate drafts, responses, summaries, templates, and internal docs
• Support organization and automation projects (Zapier/Make-style workflows where applicable)
• Maintain clean prompt + template libraries for repeated tasks

Requirements:
• Fluent English (written + spoken) — non-negotiable
• 1–2+ years experience as an Executive Assistant, VA, or operations support role
• Obsessively detail-oriented — you catch typos, inconsistencies, and missing data without being asked
• Exceptional organizational skills — your systems are clean, logical, and built to scale
• Strong records and database management experience — you know how to build and maintain clean data
• Fast response time during work hours — you're reachable, responsive, and reliable
• Experience with CRMs (HubSpot, Monday CRM, Airtable, or similar)
• Comfortable working in a fast-paced startup environment
• Experience with Make/Zapier automations
• Strong ability to learn tools quickly and adapt when priorities shift
• Reliable internet and ability to work independently with minimal supervision

Nice to Haves

• Prior startup experience
• Familiarity with Notion, Google Workspace, Slack
• Basic analytics comfort (engagement, response rates, pipeline metrics)

Benefits:
At MySigrid, we aim to ensure the professional and personal growth of all our employees:

• Competitive salary package.

• Vacation leave and Sick leave credits.
• HMO Package for the employee and two codependents.
• Reimbursable internet charges.
• Comprehensive training and continuous learning advantages.
• Opportunity to contribute to new technology and help develop a high-end system that assists humans by optimizing their work processes.
• High importance to work-life balance with the opportunity to work from home part of the week.
• Opportunity to venture into other areas of the business as you continue to contribute to the growth of the company.
• Be part of a dynamic team of specialists who openly and willingly share their knowledge with their colleagues.
• Work in a corporate culture that encourages collaboration, with an emphasis on our core values: Integrity, Passion, Teamwork & Respect, Pro-activeness, Accountability, and Determination.

Co-Working days

Sigrid has co-working offices in Ortigas where the whole team meets once a month at a minimum.