Executive Assistant

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

📋 Description

• Provide daily administrative and operational assistance to senior executives.

• Oversee intricate calendars, schedules, appointments, and competing priorities.

• Organize meetings, calls, and virtual appointments across various time zones, including Zoom meetings.

• Review calendars, highlight important meetings, and proactively identify people, companies, or priorities needing preparation.

• Conduct research on contacts, companies, meeting participants, preferences, and background information.

• Prepare meeting agendas, briefing materials, presentations, and executive documents.

• Assist in cleaning up, formatting, and basic editing of PowerPoint presentations.

• Take notes during meetings, track action items, and follow up on commitments.

• Manage executive correspondence and follow-ups via email, iMessage, and other communication channels.

• Anticipate the needs of executives and proactively address issues.

• Oversee administrative processes and projects from inception to completion.

• Research information, compile options, make recommendations, and present findings.

• Collaborate with internal teams, clients, vendors, and external stakeholders.

• Develop and maintain systems, trackers, SOPs, and organizational processes.

• Optimize repetitive administrative tasks and enhance workflows.

• Independently resolve routine issues and escalate matters when necessary.

• Coordinate both domestic and international travel, including flights, accommodations, transportation, and itineraries.

• Create detailed travel itineraries and assist with planning business, personal, and vacation travel.

• Help with meeting, event, and off-site logistics.

• Handle last-minute changes and troubleshoot logistical challenges.

• Coordinate travel and logistics approximately 2-3 times each month.

• Draft and proofread professional emails, documents, presentations, and correspondence.

• Communicate professionally with executives, clients, partners, vendors, and stakeholders.

• Manage sensitive information with discretion and confidentiality.

• Assist with special projects and initiatives at the executive level.

• Conduct online research and prepare summaries, reports, or recommendations.

• Maintain organized digital files, records, and documentation.

• Support expense management, including receipt collection, tracking, and reconciliation using Ramp or similar software.

• Provide basic reporting and administrative coordination.

• Take on responsibilities that enhance executive team effectiveness and productivity.

⛳️ Requirements

• 3+ years of experience in executive assistance, virtual assistance, administrative support, operations coordination, or a similar role.

• Strongly preferred experience in supporting executives, founders, business owners, directors, or senior leaders.

• Proven track record as a Virtual Assistant, Executive Assistant, Personal Assistant, Executive Administrative Assistant, or another high-level administrative role.

• Extensive experience managing calendars, schedules, meetings, correspondence, and executive priorities.

• Exceptional written and verbal communication skills in English.

• Strong proficiency with common productivity and collaboration tools such as Google Workspace, Microsoft Office, Zoom, Slack, iMessage, project management platforms, and similar tools.

• Comfortable working with international teams and across various time zones.

• Experience coordinating domestic and international travel and adapting to changing priorities throughout the day.

• Experience in project management or operations coordination.

• Familiarity with creating SOPs, workflows, systems, and process documentation.

• Experience coordinating travel, events, or complex business logistics.

• Comfortable researching unfamiliar topics, companies, and individuals independently.

• Experience supporting C-suite executives, founders, entrepreneurs, or senior leadership.

• Experience working with international clients or companies.

• Experience supporting executives based in the US or other international markets.

• Experience managing multiple executives or stakeholders simultaneously.

• Familiarity with Asana, ClickUp, Monday.com, Notion, Airtable, HubSpot, Ramp, or similar platforms.

• Experience in preparing presentations and formatting/editing PowerPoint documents.

🏝️ Benefits

• Food Allowance

• Government Benefits

• 13th Month pay

• Work Equipment

• Night Differential if applicable (10% of hourly rate)

• 20 Leaves (after 6 months)

• Holiday pay (200% on Regular holidays; 130% on Special holidays)

• Overtime pay (max of 10.25 hrs/day)

• Referral bonus (P10,000 if the referral passes and stays with the company for 3 months)

• HMO (after 6 months)