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 team members 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

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Monday to Friday

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Aligned to Eastern Time (Toronto) business hours

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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 Bonuses

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

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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

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Proven ability to manage demanding executive calendars and inboxes wit…