Administrative Assistant – Executive Team

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Safeguard the time of the CEO and CCO by overseeing emails, schedules, and daily priorities.

• Monitor, arrange, and refresh key processes, ensuring all SOPs incorporate the latest feedback.

• Proactively anticipate needs and resolve issues before they emerge, allowing both leaders to concentrate on strategy and creativity.

• Facilitate calendar management, meetings, and communication across both internal and external stakeholders.

• Manage sensitive information with professionalism and discretion.

• Assist with company-wide initiatives, collaborating with department leaders to ensure projects remain on track.

• Create and refine documents, presentations, and reports with precision and finesse.

• Maintain ClickUp dashboards, L10 agendas, and company scorecards.

• Support the hiring, onboarding, and training processes for new team members.

• Coordinate travel, events, and both business and personal logistics for the executive team.

• Identify and optimize inefficiencies in administrative and operational processes.

⛳️ Requirements

• A senior-level operator with full-time availability and prompt responsiveness.

• An expert in managing executive calendars and inboxes, skilled at prioritizing what is essential.

• Experienced in recruitment coordination and team operations, with added value for having supported a founder/CEO in a fast-paced setting.

• Assertive yet service-oriented, possessing excellent judgment regarding when to escalate matters.

• Polished and professional, demonstrating clear and concise communication skills.

• Tech-savvy, proficient in Google Suite, Excel, and contemporary AI tools.

• Exceptionally detail-oriented, with a proactive, results-driven approach.

• Reliable with confidential information and composed under pressure.

• A lifelong learner with a growth-oriented, positive attitude.

• Native English speaker with a robust understanding of U.S. culture (travel, communication, gifting, etc.).

• Minimum of 3 years in an EA, Chief of Staff, Operations Coordinator, or high-level support role.

• Strong expertise in Google Suite, ClickUp, and modern AI tools.

• Available full-time with near real-time responsiveness (8 AM–6 PM CST core hours).

• Demonstrated experience in managing calendars, inboxes, projects, and personnel.

🏝️ Benefits

• Remote-first work environment.

• Flexible hours with core team availability.

• Paid time off and holidays.

• Opportunities for professional development.

• Free access to Hadley Designs products.

• A supportive team that values growth, excellence, and balance.