Senior Executive Assistant

Senior Executive Assistant (Executive Operations Partner)

Full-Time Remote (Philippines) EST Hours

About HealthMerch

HealthMerch creates promotional products that help health organizations connect with their communities in meaningful ways. Our work sparks conversations, builds trust, and supports real public-health impact. We partner with clinics, hospitals, nonprofits, and community health programs across the country — and we're growing quickly.

As we scale, we're building a global team that values clarity, ownership, and follow-through. We move fast, think creatively, and care deeply about the work we do.

We're now hiring a Senior Executive Assistant — an Executive Operations Partner — who will work directly with our CEO and COO in a high-impact, high-trust role at the center of the company.

This is not a traditional assistant role. This is an opportunity to become a true strategic extension of leadership.

The Role

As a Senior Executive Assistant (Executive Operations Partner), you will streamline communication, maintain focus on top priorities, and keep the organization running smoothly. You'll anticipate needs, organize information, manage cross-functional alignment, and ensure that initiatives continue moving forward — even when leadership is juggling multiple demands.

Your work will influence how the organization operates, communicates, and scales.

What You'll DoOwn the CEO's & COO's Day

• Full inbox management: filtering, prioritizing, drafting, and closing loops
• Manage calendars with intention — protecting time and eliminating unnecessary noise
• Prepare leadership for calls, meetings, and decisions
• Ensure they always have the right information at exactly the right time

Be the Cross-Department Bridge

• Sync with Operations, Sales, Design, Order Entry, and Support teams
• Gather updates, clarify details, and deliver distilled summaries
• Watch meeting recordings and surface only what matters
• Keep information flowing cleanly and consistently across the company

Think Ahead — 30/60/90/120 Days

• Review upcoming events, launches, conferences, and major initiatives
• Identify bottlenecks, risks, and missing pieces before they surface
• Provide proactive options, solutions, and next steps
• Keep leadership prepared well in advance

Support Sales & Key Client Relationships

• Help the CEO think strategically about accounts and opportunities
• Identify additional contacts or pathways within client organizations
• Maintain follow-through and communication with high-value clients

Represent Leadership in Meetings

• Attend internal and external calls as needed
• Be camera-ready, articulate, confident, and professional
• Capture clear notes, decisions, and next steps
• Ask smart questions to clarify expectations

Keep the Machine Moving

• Manage tasks and priorities inside ClickUp
• Ensure teams know what's needed, when, and by whom
• Support documentation, workflows, and recurring processes
• Coordinate travel, events, and logistics with minimal friction

Work EST Hours

8:00 AM – 5:00 PM Eastern Time, Monday–Friday

A Typical Day Might Look Like

• Reviewing inboxes and surfacing high-priority items
• Preparing leadership for a high-stakes meeting
• Syncing with Operations or Sales for key updates
• Watching a recorded meeting and summarizing takeaways
• Blocking focused work time on calendars
• Attending a call as the CEO's proxy
• Flagging an upcoming deadline and moving it forward
• Ending the day with clear lists, completed follow-ups, and aligned next steps

Who You Are

• Proactive: You anticipate needs before they're spoken.
• Calm under pressure: You bring stability to fast-moving situations.
• An exceptional communicator: Clear, concise, and confident.
• Highly organized: Details, structure, and systems come naturally.
• Autonomous: You make thoughtful decisions without waiting for direction.
• Mature and grounded: You can push back respectfully and protect priorities.
• Reliable: Confidentiality, professionalism, and judgment are instinctive.
• Camera-ready: You represent leadership with polish and presence.
• Growth-oriented: You want a role that expands as the company grows.

This role is not for someone who needs constant direction, avoids difficult conversations, or becomes easily overwhelmed.

Experience That Helps

• 3–5+ years supporting founders or senior executives
• Experience managing inboxes, calendars, and communication flows
• Exposure to operations or project management
• Experience coordinating across multiple teams
• Confidence in tools like ClickUp, HubSpot, Slack, and Microsoft 365
• Experience in marketing, e-commerce, or agency environments (a plus)
• Familiarity with EOS (helpful but not required)

How We Work Together

• Clear weekly priorities
• Daily check-ins
• High trust, high accountability
• Transparent communication
• Structured feedback during the first 90 days

What Makes This Opportunity Unique

You're at the heart of a growing global organization.You'll work closely with teams in the U.S., Philippines, and more.

You influence how the company runs

You'll help shape systems, workflows, and communication company-wide.

Your work creates real-world impact

Our products help people access care, stay informed, and stay safe.

Your career can grow far beyond this role

Potential future paths include:

• Chief of Staff
• Executive Operations Manager
• Director of Executive Support
• Strategic Projects Lead
• Partnerships Coordinator

You'll learn the entire business from the inside out.

Ready to Apply?

If this feels like the place where you'll do your best work, we'd love to meet you. Apply with your resume and responses to the screening questions.

This is a rare opportunity to support a CEO and COO directly, operate at a strategic level, and help scale a mission-driven company that's building healthier, more connected communities across the country.

Job Type: Full-time

Pay: From Php117,927.00 per month

Benefits:

• Opportunities for promotion
• Paid training
• Pay raise
• Work from home

Work Location: Remote