Executive Operations Assistant (ClickUp, HubSpot, & Zoom)

Overview

Executive Operations Assistant (ClickUp, HubSpot, & Zoom) Jobs in Philippines at BruntWork

Title: Executive Operations Assistant (ClickUp, HubSpot, & Zoom)

Company: BruntWork

Location: Philippines

Overview

We are seeking a proactive, tech-savvy "right hand" to support a visionary leader across high-impact projects in social impact, sports, and media. You will be the architect of the leader's personal operating system, utilizing AI and project management tools to transform complex workflows into streamlined, actionable results.

Schedule:

• Full-time, Monday to Friday (Shift to be determined based on client needs)

Responsibilities

1. Executive Support and Calendar Management

The Executive Operations Assistant will help manage the client’s day-to-day schedule, commitments, meetings, and follow-up. Responsibilities include:

• Manage calendar scheduling and meeting coordination
• Help prepare for upcoming meetings
• Track recurring meetings, board commitments, project deadlines, and major milestones
• Send reminders for key commitments and follow-up items
• Help reduce loose ends across multiple initiatives
• Coordinate with internal and external partners as needed

2. Zoom Meeting Support

This person must be comfortable joining Zoom meetings and supporting the client in real time. Responsibilities include:

• Attend selected Zoom meetings with the client
• Take clear meeting notes
• Capture action items, owners, deadlines, and next steps
• Identify follow-up emails or tasks needed after each meeting
• Create ClickUp tasks based on meeting outcomes
• Summarize meetings using Gemini when appropriate
• Help the client stay focused on the conversation while the operational details are captured

3. ClickUp Setup and Project Management

ClickUp will likely become the central project management system for the client’s personal and professional initiatives. Responsibilities include:

• Help set up ClickUp from scratch
• Create spaces, folders, lists, dashboards, and task templates
• Organize projects by initiative, deadline, partner, and priority
• Create tasks from meetings, emails, and conversations
• Assign due dates, priorities, and status updates
• Track open loops and incomplete follow-up items
• Keep ClickUp organized and up to date
• Build simple SOPs as repeatable processes emerge
• Provide basic ClickUp tutorials and support to the client as needed

4. HubSpot CRM and Relationship Management

HubSpot will likely be used as the client’s personal CRM to track relationships, partners, stakeholders, opportunities, and follow-up. Responsibilities include:

• Help set up HubSpot as a simple CRM
• Add and organize contacts
• Track relationship notes, follow-up dates, and key context
• Create simple pipelines for opportunities, partnerships, programs, donors, or projects
• Keep contact records clean and updated
• Help prepare the client for relationship-based meetings
• Identify follow-up opportunities after meetings and events

5. AI Support Using Gemini

The ideal candidate should be comfortable using AI tools, especially Gemini, to help the client move faster and stay organized. Responsibilities include:

• Use Gemini to summarize meeting notes
• Organize long notes into clear action items
• Draft first-pass follow-up emails
• Create project summaries
• Help turn ideas into task lists
• Support basic research and document organization
• Help create SOPs and templates from recurring workflows
• Use AI responsibly while maintaining confidentiality and professional judgment

6. Communication and Inbox Support

This person may help organize communication across email, calendar, documents, and project systems. Responsibilities include:

• Help track important emails and follow-ups
• Draft simple follow-up messages for the client’s review
• Organize communication around projects and relationships
• Help identify which messages require action
• Keep key documents, links, and updates connected to the right project or contact

7. Document and File Organization

Because the client works across different platforms, this person should be comfortable helping bring order to documents and files. Responsibilities include:

• Organize documents across Google Drive, Microsoft OneDrive, SharePoint, and related tools
• Help create consistent folder structures
• Link documents to the correct ClickUp task or HubSpot contact
• Help the client find important materials quickly
• Keep project-related assets organized and easy to access

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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