Executive Assistant

We're Hiring: Executive Assistant

Location: Philippines (Remote)

Schedule: Full-Time | 6am - 3pm or 7am - 4pm EST

Salary: $1,000-$1,500/month USD/month (based on experience)

About Upstack Data

Upstack Data is a Miami-based SaaS building marketing automation for Shopify merchants. Our flagship product, Signal, replaces broken browser-based pixels with reliable first-party server-side events to Meta, TikTok, and other ad platforms. We're a lean, AI-first team running offshore-first - most of our engineering, GTM, and operations roles are filled with PH talent.

About This Role

We're looking for a highly organized and proactive AI-First Executive Assistant to provide comprehensive support to the CEO and executive team. This role combines executive assistance, operations, project coordination, and technical administration across multiple platforms and business functions.

This is a high-ownership role for someone who thrives in a fast-paced remote environment, communicates exceptionally well, and can independently manage priorities while supporting day-to-day business operations.

What You'll Do

• Manage executive calendars, scheduling, inboxes, and communications to ensure efficient day-to-day operations
• Coordinate domestic and international travel, meeting logistics, agendas, note-taking, and follow-up action items
• Create, edit, and maintain business documents, reports, presentations, contracts, and other operational materials
• Manage HubSpot CRM activities including contact management, pipeline updates, reporting, and data integrity
• Support Shopify store operations, customer inquiries, order management, and basic troubleshooting
• Create and execute email marketing campaigns, maintain subscriber databases, and analyze performance metrics
• Leverage AI tools such as ChatGPT and Claude to streamline workflows, automate tasks, and improve productivity
• Coordinate projects across internal teams, vendors, and external partners to ensure timely execution
• Develop and maintain SOPs, process documentation, training materials, and operational workflows
• Conduct research on vendors, tools, competitors, industry trends, and business opportunities
• Support social media scheduling, monitoring, and basic engagement activities
• Maintain accurate records, databases, and reports across business systems.

Requirements

• 3+ years of experience as an Executive Assistant, Virtual Assistant, or similar administrative support role
• Proven experience supporting C-level executives, founders, or senior leadership teams
• Exceptional English communication skills, both written and verbal
• Strong organizational skills with exceptional attention to detail and accuracy
• Experience managing multiple priorities and projects simultaneously in a remote work environment
• Proficiency with HubSpot CRM, Shopify, Gmail, Google Workspace, Microsoft Office, Zoom, and Google Meet
• Experience using AI tools such as ChatGPT, Claude, or similar productivity platforms
• Ability to work independently, exercise sound judgment, and proactively solve problems

Nice to Have

• Basic HTML/CSS knowledge for email templates and landing page updates
• Experience with social media management platforms
• Familiarity with Canva or other graphic design tools
• Experience with QuickBooks or other accounting software
• Background in e-commerce operations and customer support
• Experience creating process documentation and operational playbooks
• Exposure to workflow automation tools and business process optimization
• Experience working in startup or high-growth company environments

What we offer

🌎 100% remote

🏖️ 10 days PTO + US holidays

❤️🩹 Monthly healthcare allowance

🔌 $50–$100/month equipment & connectivity stipend (as needed)

📈 Real career growth as Upstack scales

Your Application Roadmap

You've applied - awesome! Here's what happens next:

Step 1: Application Review

Our team will review your experience, skills, and qualifications to see if there's a strong match for the role.

Step 2: Initial Interview

If your background aligns with what we're looking for, we'll invite you to a conversation with our recruiting team. This is our chance to learn more about you - and your chance to learn more about us.

Step 3: Online Assessment

Depending on the role, you may be asked to complete a short skills assessment so you can showcase what you do best.

Step 4: Final/Client Interview

Top candidates will move forward to meet with the hiring manager or client team. Bring your experience, your wins, and your personality - we want to get to know the real you.

Step 5: Job Offer

If it's a great match on both sides, we'll present your offer and get you ready for an exciting new chapter.

Not selected for this role? No worries. Strong candidates may be considered for future opportunities that better match their skills and experience. We appreciate every application and can't wait to meet talented professionals like you!