Executive Assistant

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

📋 Description

• Manage, organize, label, and draft responses for the CEO’s inbox.

• Ensure the inbox has zero unread messages by the end of each business day.

• Oversee integrated work and personal calendars, including meetings, calls, site visits, board responsibilities, and personal appointments.

• Safeguard focus periods, distribute meeting materials, confirm attendance, and address scheduling conflicts.

• Arrange flights, accommodations, and ground transportation for both business and personal trips.

• Create itineraries and manage travel modifications and disruptions in real-time.

• Collaborate with the CEO’s family regarding personal travel arrangements.

• Compile weekly timesheets with accurate project codes and reconcile calendar activities against billable hours.

• Generate monthly expense reports, including receipts, coding, and deadline management.

• Maintain a live tracker for deliverables, commitments, and deadlines.

• Follow up with both internal and external parties on pending items.

• Prepare weekly status summaries and track meeting action items until completion.

• Assist with the CEO’s service on the Entrepreneurs’ Organization Las Vegas board and Membership Committee.

• Schedule meetings for the board, committees, and prospects.

• Keep the membership pipeline tracker updated for prospects, sponsors, applications, and next steps.

• Facilitate follow-up with prospects and applicants.

• Prepare materials and talking points for board and committee meetings.

• Coordinate with chapter staff, board members, and volunteers.

• Manage chapter event registrations, RSVPs, and travel to EO regional and global events.

• Utilize and learn Microsoft 365, Zoho One, Deltek Vantagepoint, Claude, EO platforms, and travel and expense systems.

⛳️ Requirements

• Minimum of three years of experience directly supporting an executive, owner, or founder.

• Exceptional written English skills; you will communicate on behalf of the CEO.

• Demonstrated reliability with deadlines and attention to detail.

• Comfort with handling confidential information and exercising sound judgment regarding what to disclose.

• High degree of self-direction; micromanagement will not be present.

• Consistent access to reliable high-speed internet.

• Backup power source or an alternative work location.

• A quiet working environment.

• Willingness to sign a non-disclosure agreement regarding client, financial, personnel, and personal information.

• Preferred: experience in a professional services, engineering, architecture, or construction firm.

• Preferred: familiarity with billable-hour environments and project accounting.

• Proficiency in Microsoft 365 and SharePoint.

• Experience in supporting nonprofit or association board activities.

• Experience managing both business and personal logistics for the same executive.

• Ability to quickly learn new systems and document your learning process.

• Availability to work from 8:00 AM to 5:00 PM Pacific Time, Monday through Friday.

🏝️ Benefits

• 13th Month Pay.

• HMO & Government Contribution Allowance in addition to salary (after a 90-day probationary period).

• Personal Time Off (after a 90-day probationary period).