Executive Assistant

📋 Description

• Oversee executive calendars, inboxes, and priorities to optimize productivity (aim for inbox zero)

• Compose, edit, and distribute professional communications both internally and externally on behalf of leadership

• Create meeting briefs, agendas, and follow-ups to ensure executives are always prepared

• Organize meetings with both internal and external stakeholders across various time zones

• Manage task lists and successfully complete 90%+ of delegated tasks within 48 hours

• Monitor deadlines, commitments, and action items to ensure prompt execution

• Provide proactive oversight of ongoing projects to guarantee timely delivery

• Maintain dashboards and documentation using Notion, Asana, and other internal tools

• Develop, update, and enhance SOPs to boost consistency and operational efficiency

• Establish structure around recurring workflows via automation and process mapping

• Supervise task completion and minimize recurring errors or missed deadlines

• Optimize recurring workflows and assist cross-functional operational processes

• Facilitate team communication, shared workspaces, and progress tracking systems

• Assist with operations including vendor coordination and task management

• Manage complex calendar arrangements including internal meetings, external calls, and priority scheduling

• Organize and arrange travel logistics (flights, hotels, transportation) with comprehensive itineraries

• Conduct inbox triage: highlight urgent messages, draft responses, file emails, and ensure nothing is overlooked

• Support legal and administrative documentation (routing forms, signatures, deadline tracking)

• Coordinate personal appointments, reservations, and occasional household/vendor support as needed

• Safeguard executive time by resolving schedule conflicts and ensuring sufficient focus time

• Perform industry, competitor, and market research to aid executive decision-making

• Compile succinct briefs, summaries, and actionable insights from research

• Manage internal communications such as weekly team updates and stakeholder notes

• Investigate new tools and AI automations to enhance operational speed and accuracy

• Assist with reporting on performance metrics, market trends, and strategic opportunities

• Identify potential issues early and suggest proactive solutions

• Support special projects including light due diligence and business development initiatives

⛳️ Requirements

• Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or in support of C-level executives in dynamic environments

• Executive Support: Demonstrated capability to manage calendars, inboxes, and communication at the founder/CEO level

• Communication: Exceptional written and verbal English communication skills; clear, concise, and professional

• Organization: Outstanding attention to detail, organization, and time management skills

• Tech Proficiency: Familiarity with Google Workspace, Microsoft Office, and modern productivity tools

• Proactive Mindset: Strong sense of ownership with the ability to foresee needs and take initiative

• Discretion: High level of confidentiality and professionalism when managing sensitive information

• Remote Experience: Proven ability to work remotely with leaders across various time zones

• Problem-Solving: Capable of critical thinking and managing competing priorities with urgency and accuracy

• Follow-Through: Consistent reliability in completing tasks and meeting deadlines

🏝️ Benefits

• **Competitive Salary:** Based on experience and skills

• **Remote Work:** Fully remote — work from anywhere

• **Generous PTO:** In accordance with company policy

• **Direct Mentorship:** Access to global industry leaders

• **Learning & Development:** Continuous growth resources

• **Global Networking:** Work with international teams

• **Health Coverage (Philippines only):** HMO after 3 months (full-time)