Captain Jay's
We are a management office supporting 50+ businesses and 400+ team members. We need an Executive Assistant who has owned a busy executive's calendar and kept it clean. You will run the schedule across time zones, guard the executive's time, and make sure every meeting starts prepared. Nothing gets double-booked, forgotten, or walked into cold. Long-term role. We promote from within. What You Will Do Calendar, most of your day: Own one executive's calendar across US and Manila time zones: book, move and confirm meetings. Catch double-bookings before they happen and protect focus time. Send a day-ahead briefing each evening and a week-ahead briefing each Friday, with conflicts flagged. Prep every meeting: agenda, attendees, documents and notes from last time. Run the reminder system for deadlines, renewals and follow-ups. Inbox And Follow-up Triage the executive's inbox: draft replies, file, and flag what needs their attention. Track action items from each meeting until they are closed. Make short confirmation and rescheduling calls when email is too slow. Admin Backup Data entry and record updates across spreadsheets and cloud systems, accurate the first time. What You Need 2+ years as an Executive Assistant, VA or similar role, with calendar management as a core duty. Calendar ownership for at least one executive or manager, including scheduling across time zones. Hands-on with Outlook / Microsoft 365 calendar and/or Google Calendar: shared calendars, recurring events, time zone settings. Your own follow-up system. Something you built and ran, not one you were handed. Clear, professional written and spoken English. Comfortable making short phone calls to confirm or reschedule. 50 Mbps download minimum, a laptop or desktop (not a phone), a headset with microphone, and a quiet workspace. Full-time EST availability, 8:00 AM to 5:30 PM EST every weekday. No second job, freelance clients or scheduled classes. Not the right fit if you have only handled your own schedule, you want part-time or project work, or you can only cover EST hours some days. Nice To Have Supported a C-level executive or business owner directly. Scheduling tools such as Calendly, plus Zoom or Teams meeting setup. Task trackers such as ClickUp, Asana, Notion or Microsoft To Do. Previous work for US-based clients. How To Apply Apply through this form. It is one page and takes about 10 minutes. Have these ready: Your resume as a PDF. A speed test screenshot with your download number visible. A photo of the desk and workstation you will work from. In the open questions, be specific: whose calendar you managed, how many meetings a week, which time zones, and how you tracked follow-ups. Short and specific beats long and polished. We reply to every applicant who completes the full form.
Captain Jay's
