Executive Assistant (Job ID: FLOSAM1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant! 🌟
Are you a proactive, tech-savvy professional with expert Excel skills and a knack for organization? We are looking for an exceptional Executive Assistant to partner directly with the founder of a growing, high-impact school food service business!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired:
🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.
🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant
• Job ID: FLOSAM1EA
• Industry: School Food Service
• Location: Philippines (Fluent Tagalog speaker required)
• Work Schedule: Pacific Time Business Hours (Starting no later than 8:00 AM Pacific)
• Salary: $2,000 - $3,000 per month
• Target Start Date: Immediately

🏢 About the Client

The company is a Bay Area, California food service business that prepares and delivers scratch-made school lunches and breakfasts to private and public schools under several contract types. Every meal is made by hand, and the operation is regulated by the USDA. It currently produces approximately 636 lunches and 365 breakfasts per day, and is planning a supper service of roughly 2,500 meals per day and possible expansion into a new city.
The role exists because the founder's time is consumed by day-to-day purchasing, vendor pricing, software administration, and follow-up from industry events. The business needs a dedicated, technically capable assistant to carry this work and to preserve continuity of institutional knowledge as the team's operations scale.

💼 About the Role

You will serve as the founder's remote Executive Assistant, owning purchasing support, vendor price tracking, CRM and operations software upkeep, and online research. You will maintain a prioritized directory of tasks, separating urgent and important work from important but non-urgent projects, so that nothing stalls.
Over time, the role extends into regulated product review, supporting USDA-related ingredient and sodium checks, as well as advance planning of monthly orders and post-conference follow-up. You will also provide light graphic design support and handle ad hoc personal and administrative requests, building documented processes as you go.

🎯 Key Responsibilities

📊 Purchasing & Vendor Pricing

• Track spending and compare pricing across four vendors in Excel.
• Identify the best weekly price on key ingredients and supplies.

💻 Systems Administration & Research

• Maintain accurate records and notes in TrackPod and HubSpot.
• Work within Hot Lunch, and contact software help desks to resolve issues independently.
• Research software, services, and vendors online, and present clear recommendations with supporting comparisons.

📋 Regulated Product Review & Planning

• Check ingredient lists and sodium content against USDA requirements and identify compliant product substitutions, following in-house training.
• Manage conference and HubSpot follow-ups.
• Prepare upcoming monthly orders and supporting spreadsheets in advance.

⚙️ Task Management & Ad Hoc Support

• Maintain a directory of urgent and important tasks, and report progress through structured start-of-day and end-of-day check-ins.
• Produce basic graphic design assets with AI tools.
• Complete ad hoc personal and administrative requests, including vendor sourcing in the Philippines.

✅ Qualifications & Skills

⭐ Core Requirements:

• Fluent Tagalog speaker; this is a strictly required qualification for the role.
• Expert-level proficiency in Microsoft Excel, including tracking, comparison, and reporting work.
• Availability during US Pacific hours, starting no later than 8:00 AM Pacific.
• Strong written and spoken English communication skills.
• Demonstrated ownership and a proactive attitude, with a clear commitment to deliver or to state plainly what cannot be done.
• Exceptional attention to detail, suited to a highly regulated environment involving USDA requirements.
• Comfort with technology and AI tools such as Claude, and a willingness to contact software help desks to resolve problems independently.

💻 Tech Stack

• TrackPod
• HubSpot
• Hot Lunch
• Microsoft Excel
• Claude (AI)
• Cadence AI

🚀 Submit your application today and take the first step toward your next great opportunity!