Executive Assistant | Customer Experience & Marketing Coordinator (Remote – Philippines)

Executive Assistant | Customer Experience & Marketing Coordinator (Remote – Philippines)Location: RemoteSalary: Competitive (Based on Experience) + Performance BonusesBenefits: 10 Days PTO, Annual Appraisal, Career Growth Opportunities, Healthcare BenefitsSchedule: U.S. Business HoursAbout the Role

SmartScale360 is looking for an experienced Executive Assistant | Customer Experience & Marketing Coordinator to support a fast-growing U.S.-based business. This is an excellent opportunity for a highly organized, proactive professional who thrives in executive support, customer service, operations, and marketing coordination.

This is more than a traditional Executive Assistant role. You'll serve as the owner's right hand, helping manage day-to-day operations while improving internal processes, enhancing the customer experience, coordinating marketing initiatives, and ensuring projects stay on track. We're looking for someone who anticipates needs, solves problems independently, and continuously looks for ways to improve efficiency.

Executive & Administrative Support

Manage executive calendars, appointments, and meeting coordination

Organize and prioritize emails, tasks, and daily workflows

Prepare reports, presentations, business documents, and correspondence

Coordinate vendor communication and administrative follow-ups

Conduct online research and compile business insights

Create, maintain, and improve Standard Operating Procedures (SOPs)

Track projects, deadlines, and action items to ensure timely completion

Maintain organized digital files and business documentation

Customer Experience & Client Communication

Deliver exceptional customer service throughout the customer journey

Conduct customer follow-ups before, during, and after projects

Confirm appointments and communicate scheduling updates

Coordinate installation, financing, warranty, and project communications

Respond to customer inquiries professionally and promptly

Track customer concerns and assist with issue resolution

Request customer reviews and testimonials

Monitor customer satisfaction and help improve the overall client experience

CRM & Operations Support

Maintain accurate CRM records and customer information

Perform data entry and documentation updates

Assist with sales agreement revisions and administrative processing

Coordinate scheduling and internal workflow support

Create reports and monitor operational performance

Develop process documentation, workflows, and internal checklists

Identify opportunities to improve efficiency and reduce administrative errors

Support daily operations and cross-functional projects

Marketing & Social Media Coordination

Coordinate Google Review and online reputation campaigns

Collect customer testimonials and organize success stories

Schedule and manage social media content across multiple platforms

Organize before-and-after project photos and marketing assets

Assist with email marketing and SMS campaigns

Update website content as needed

Design basic marketing materials using Canva

Generate marketing reports and performance updates

Support brand awareness and customer engagement initiatives

Key Performance Metrics

Success in this role will be measured by:

Customer Satisfaction Scores

Response Time

Task Completion & Accuracy

CRM Accuracy

Review Generation

Marketing Campaign Completion

Administrative Accuracy

Process Improvement Contributions

Executive Productivity & Time Saved

Required Qualifications

Minimum 3–5 years of experience as an Executive Assistant, Virtual Assistant, Administrative Coordinator, Operations Coordinator, or similar role

Proven experience supporting executives, business owners, or leadership teams

Strong customer service and client communication experience

Experience using CRM systems and maintaining accurate records

Proficiency in Google Workspace and Microsoft Office Suite

Experience coordinating calendars, meetings, projects, and administrative workflows

Strong organizational, documentation, and problem-solving skills

Ability to prioritize multiple tasks while maintaining accuracy

Experience with social media coordination and basic marketing support

Reliable remote work setup with strong internet connection

Nice to Have

Experience with GoHighLevel (HighLevel)

Experience using Canva for marketing materials

Familiarity with ChatGPT and AI productivity tools

Experience managing Google Reviews and online reputation

Background in marketing coordination or digital marketing

Experience in customer success or customer experience roles

Previous experience supporting home services, construction, remodeling, healthcare, or service-based businesses

Ideal Candidate

Highly organized with exceptional attention to detail

Proactive and able to anticipate business needs

Strong multitasking and project coordination skills

Excellent written and verbal English communication skills

Customer-focused with a professional and positive attitude

Resourceful, adaptable, and solutions-oriented

Comfortable working independently in a fast-paced environment

Strong time management and organizational skills

Tech-savvy and quick to learn new systems and software

Tools & Systems

CRM Platforms (GoHighLevel preferred)

Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)

Microsoft Office Suite

Canva

ChatGPT and AI productivity tools

Social media platforms and scheduling tools

Project management tools (Asana, Trello, ClickUp, Monday.com, or similar)

Work-From-Home Requirements

Laptop/PC: Intel i5 or equivalent, 8GB RAM minimum

Internet: 100 Mbps stable connection

Backup: Secondary device, internet, and power supply required

Why Join SmartScale360?

Join a supportive team, grow your career, and play a key role in ensuring patients receive the care they need.

Pay: Php50,000.00 per month

Benefits:

Health insurance

Opportunities for promotion

Pay raise

Work from home

Work Location: Remote