Executive & Operations Assistant

Supporting two owner-led businesses — a working farm and a law firm

Location & Engagement Details

Employment type: Part-time to start (20–25 hours per week), with a clear path to full-time as responsibilities expand
Location: Remote (Philippines-based)
Working hours: Morning overlap with U.S. Eastern Time, approximately 8:00 AM–1:00 PM EST
Reports to: The two business owners directly
Scope: Cross-entity support spanning a farm business and a law firm, including light personal/household coordination

About the Company

We are a U.S.-based, founder-led operation running two growing businesses: a farm the owners built from the ground up, and a law firm. Both are hands-on, entrepreneurial, and still early in building out their systems and processes.

The owners are growth-minded and deliberate about buying back their time so they can focus on sales and expansion rather than day-to-day operations. This is a business where the right person won't just execute tasks — they'll help shape how the work gets done.

If you want a role where you're one of many cogs, this isn't it. If you want to be the person the owners can't imagine operating without, keep reading.

About the Role

This role exists because the owners are doing too much of the operational and administrative work themselves, which is capping how much time they can spend growing either business.

We're looking for an Executive & Operations Assistant who can move fluidly between two very different worlds — a farm and a law firm — and take the repetitive, coordination-heavy, and administrative work off the owners' plates. You'll be the operational glue: keeping the days organized, making sure nothing slips, and steadily absorbing more responsibility as trust builds.

Because both businesses are still building out their processes, this is not a role where you'll be handed a detailed playbook. You'll need to be resourceful, ask good questions, create structure where none exists, and use judgment. As you take work off the owners' plates, they'll be able to focus on sales — which in turn creates more for you to own. The role is designed to grow.

Key Responsibilities

Executive Support & Daily Coordination

Build and manage the owners' daily plan of attack — what needs immediate attention, what's coming this week, what can wait
Own calendar management, scheduling, and meeting coordination across both businesses
Coordinate light personal and household logistics (e.g., family scheduling and appointments) as needed
Anticipate needs and keep the owners a step ahead rather than reacting

Communications & Inbox Management

Manage and triage email across both entities; draft and send routine correspondence
Handle follow-ups so nothing falls through the cracks
Serve as a reliable point of contact for scheduling and routine questions

Farm Operations Support

Support the sales side of the farm: managing leads, orders, and customer follow-ups
Coordinate with vendors and suppliers; place and track orders
Assist with scheduling, basic inventory tracking, and order fulfillment coordination
Support customer communications and light marketing/social media as needed

Law Firm Operations Support

Support client intake and schedule consultations
Organize and manage documents and case files administratively (not legal work)
Track key dates and send reminders to keep matters moving
Assist with billing, invoicing, and routine client communications
Handle all client information with strict confidentiality

Administrative & Systems

Handle data entry, file organization, and general administrative upkeep
Support light bookkeeping and invoicing tasks
Document repeatable tasks and help build simple SOPs as the businesses grow
Get up to speed quickly on the tools and software both businesses use

Required Qualifications

2+ years of experience as an Executive Assistant, Virtual Assistant, or Operations Assistant, ideally supporting business owners or founders
Excellent written and spoken English; comfortable communicating directly with U.S.-based owners and clients
Strong organizational skills and the ability to manage competing priorities across two businesses
Proven ability to work independently, take initiative, and operate with limited direction
Comfort with ambiguity and a track record of creating structure where none exists
Proficiency with common productivity tools (Google Workspace or Microsoft 365, scheduling tools, and communication platforms)
Reliable remote work setup and availability during the morning EST overlap window
Typing proficiency of 40+ WPM with strong accuracy

Preferred Qualifications

Experience supporting a law firm or exposure to legal administrative work
Experience supporting a small business, farm, agriculture, or e-commerce operation
Familiarity with bookkeeping and invoicing tools (e.g., QuickBooks)
Experience building processes or SOPs from scratch in a young or fast-moving business
Comfort supporting sales operations (lead tracking, order management, customer follow-up)
Light marketing or social media experience

Ideal Candidate Profile

You are:

Highly organized and detail-oriented — you catch what others miss
Proactive and resourceful — you solve problems before they're escalated to you
A true generalist who can switch contexts between a farm and a law firm without missing a beat
Comfortable operating without a playbook and confident building one as you go
Discreet and trustworthy with sensitive personal, business, and client information
Communicative — you keep the owners informed without needing to be chased
Genuinely invested in growing with the role rather than just clocking hours

Why Join Us

Real growth path: Start part-time and grow into a full-time, indispensable seat as the businesses scale
Direct access: Work shoulder-to-shoulder with the owners, not buried in layers of management
Variety: No two days look the same across two very different businesses
Ownership: Shape how the work gets done and build the systems that will define the role

P/T VA/EA - 63222516304