Executive Assistant

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

📋 Description

• Revise proposals, confirm figures and terms, and oversee the approval workflow.

• Handle intricate scheduling, arranging over 20 meetings weekly while allowing for breaks, meals, and focused work time.

• Address calendar conflicts by suggesting alternative dates or assessing priorities.

• Keep track of ongoing proposals, client commitments, hiring processes, and invoices.

• Deliver daily morning updates on topics needing the founder's attention.

• Create and dispatch invoices, monitor payments, and follow up on overdue accounts.

• Facilitate the hiring process by reviewing CVs, organizing interviews, and preparing subsequent steps.

• Organize training sessions and retreats, which include agendas, materials, logistics, and communications with attendees.

• Refine the founder's raw content into well-crafted presentation decks.

• Assess, suggest, and implement task management and scheduling tools.

• Develop systems from scratch and proactively follow up on pending items.

• Adjust overloaded calendars and highlight stalled deals.

⛳️ Requirements

• Minimum of 4 years of experience directly supporting a founder, business owner, or senior executive, taking complete ownership of their calendar and managing various tasks.

• Proven ability to drive projects to completion, particularly when outcomes rely on others.

• Confidence to respectfully push back on senior leadership regarding time management, deadlines, or outstanding items.

• Exceptional written English skills.

• Sound judgment in managing calendars across US time zones.

• Strong expertise in Google Workspace.

• Solid working knowledge of Microsoft Office.

• Practical experience in configuring and managing task or project management tools such as Monday.com, ClickUp, Asana, Notion, or Trello.

• Capability to transform raw content into polished, professional presentation decks.

• Experience in utilizing AI tools and reviewing and validating outputs before distribution.

• Availability during the client’s US business hours.

• Reliable internet connection with a robust backup plan for outages.

• Preferred: experience supporting a consulting, professional services, or agency business.

• Preferred: familiarity with proposals, invoicing, and payment follow-ups in a small business context.

• Preferred: background in recruitment coordination or HR administration.

• Preferred: hands-on experience managing a CRM or sales pipeline tracker.

• Preferred: proficiency with scheduling tools like Calendar Bridge or Reclaim and automation platforms such as Zapier.

• Preferred: formal training or certifications in project management.

🏝️ Benefits

• Company culture centered on team member well-being.

• Healthy work-life balance.

• Respectful work environment.

• Equipment provided.

• Health Maintenance Organization (HMO) coverage.

• 13th month pay.