Claude-Savvy Executive Assistant - Freelance, Remote

Magic, Inc; Taguig; Remote; PHP 517,000 - 689,000; Full time

Job summary

Magic, Inc is seeking a Claude-savvy Executive Assistant for freelance, remote work in the Philippines. You will own the Founder’s calendar, inbox, and operational memory, using Claude and Claude Code/CLI as core tools to triage, summarize, and keep donor, partner, and fellow relationships moving.

This role covers AI-enabled workflows, calendar management across time zones, drafting follow-up emails in the Founder’s voice, maintaining a running contact log, and coordinating fellowship programs

Qualifications

• Proficiency with Claude AI to triage information and operate within AI workflows.
• 2+ years of EA, coordinator, or ops support experience.
• Ability to manage a high-volume calendar (10+ meetings/day).
• Strong, warm written communication skills, able to draft emails in another voice.
• Good judgment handling sensitive threads (HR, contracts).

Responsibilities

• Own the Founder’s calendar end-to-end and manage external meetings and internal check-ins.
• Batch and buffer external calls to allow breathing room.
• Draft follow-up emails within 24–48 hours in the Founder’s voice and track open items.
• Maintain a running contact log and surface open loops.
• Prepare pre-meeting briefs and convert meeting transcripts into actionable items.
• Track registrations and logistics for events and support fellowship/cohort pipelines.

Skills

Claude AI

Calendar management

Written communication

Discretion

Project coordination

Tools

Claude Code/CLI

NotebookLM

Google Workspace

Job description

Claude-Savvy Executive Assistant - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client

Our client is a mission-driven organization running fellowship and cohort programs that connect donors, partners, and fellows across an international, cross-cultural network. Their Founder's week is built around back-to-back external calls, recurring internal syncs across multiple affiliated initiatives, and a constant stream of relationships that need timely follow-through. As the organization grows, they're building an increasingly AI-enabled operating model — using tools like Claude to summarize information, triage communication, and keep everything moving without things falling through the cracks.

Why does this role exist?

Right now, all of the Founder's scheduling, follow-up tracking, and day-to-day operational memory rides on his own bandwidth — and that doesn't scale as the organization's donor, partner, and fellow relationships grow. This role exists to take real ownership of the calendar, the inbox, and the "did we follow up with X" loop, using Claude and Claude Code/CLI as core working tools rather than optional add-ons. The organization needs someone who can operate inside their AI-native workflows independently — triaging what matters, summarizing what's dense, and anticipating what's next — so the Founder can focus on the relationships and decisions that need his direct attention.

The Impact you’ll make

AI-Enabled Workflow & Knowledge Management

• Use Claude, including Claude Code/CLI where applicable, to summarize vendor PDFs, pitch decks, and deal flow into actionable recommendations
• Maintain and use NotebookLM as the organization's source-of-truth and knowledge base
• Refine and run existing Claude skills/workflows, implementing modest automations and agent workflows as needed

Calendar & Scheduling

• Manage the Founder's calendar end-to-end — book, reschedule, and protect time across external meetings, recurring internal check-ins, and personal commitments that need to stay blocked
• Batch and buffer back-to-back external calls so there's breathing room between them
• Proactively flag scheduling conflicts before they happen
• Coordinate fellowship and cohort logistics across time zones, including stacking Asia-region calls

Inbox, Follow-Up & Relationship Tracking

• Triage inbox daily; handle or draft responses to routine requests, and route (not relay) items that belong with someone else on the team
• Track open threads waiting on a decision from the Founder specifically, and surface them as a short daily list rather than forwarding full threads
• Draft follow-up emails after every external meeting within 24–48 hours, in the Founder's voice
• Maintain a running contact log — who was met, when, what was discussed, and what's next — and track open loops until they're actually closed

Meeting Support & Program Coordination

• Prep brief pre-meeting notes (who, context, ask) ahead of external calls
• Process meeting recordings/transcripts into action items for recurring internal meetings
• Keep a running list of commitments made in meetings so they get tracked and followed through
• Run exit interviews and summarize feedback, surfacing clear recommendations
• Track registrations/RSVPs for public-facing events and flag capacity or logistics issues early
• Support the fellows/cohort pipeline — kickoff scheduling, applicant follow-up, and onboarding logistics

Administrative & Operational Support

• Handle ad-hoc admin tasks: research, document prep, and presentations
• Manage expense submission reminders and other recurring admin deadlines
• Monitor comments on active planning documents and ensure they're addressed or routed appropriately

Skills, Knowledge and Expertise

Required:

• Proficiency with Claude AI, including Claude Code/CLI, sufficient to triage information and operate within existing AI workflows without constant hand-holding
• 2+ years of experience as an EA, coordinator, or ops support professional
• Comfortable managing a high-volume, fast-moving calendar (10+ meetings/day is normal in this role)
• Strong, warm written communication skills — able to draft emails convincingly in someone else's voice
• Sound judgment handling sensitive threads (compensation, HR, contracts) — knows what needs to go to the Founder directly versus what can be routed elsewhere

Your superpowers are...

• Technical:
  • Fluency operating inside Claude and Claude Code/CLI as daily working tools, not just occasional use
  • Comfort with NotebookLM, Google Workspace (Gmail, Calendar, Drive), and command-line access as needed
  • Familiarity with (or fast willingness to learn) Zoom, basic project trackers, and standard outreach/CRM support tools
  • Ability to build light automations or agent workflows to remove repetitive manual steps
• Soft Skills:
  • Proactive, second-order thinking — you anticipate the next step before being asked
  • High discretion and judgment with confidential or sensitive information
  • Detail-oriented enough to track dozens of open follow-ups without dropping any
  • Warm, relationship-minded communication style that reflects well on the person you're representing

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You genuinely enjoy being the operational nerve center behind someone else's day
• You already think in Claude/AI-assisted workflows — summarizing, triaging, and automating is second nature, not a stretch
• You thrive on a high-volume, fast-moving calendar and don't get rattled by 10+ meetings in a day
• You have excellent judgment about what's urgent, what's sensitive, and what can wait
• A bonus if you're drawn to or already familiar with nonprofit, ministry, or cross-cultural/international work

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• 9 - 6 US Timezone

Compensation:

• $7 per hour
• No benefits package included