Executive Assistant

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

📋 Description

• Purchasing & Supply Chain Execution: Implement Purchase Orders (POs) with accuracy and oversee daily follow-ups on outstanding orders. It is your duty to guarantee that ETAs are precise and to promptly inform the Purchasing Director of any delays.

• Vendor & Pricing Management: Keep our preferred vendor database up to date. You will ensure that pricing remains current across all systems and actively seek out new vendors or alternative sourcing when necessary.

• Sales & Financial Admin: Prepare and send precise invoices to clients. Assist the Director of Sales by maintaining a clean and optimized CRM that accurately reflects the current state of the sales funnel.

• Production & Timeline Coordination: Serve as the "keeper of the calendar." You will ensure organization around production timelines, making certain that all stakeholders are informed of approaching deadlines and that projects remain on schedule.

• Strategic Research: Undertake ad-hoc research initiatives—whether it involves exploring a new software tool, evaluating a potential supplier, or compiling market data for the sales team.

⛳️ Requirements

• Minimum of 3 years of relevant work experience.

• Experience in the Technology, Drone, or e-commerce (particularly on Shopify) sectors is advantageous.

• Familiarity with Shopify, ASANA, Quickbooks online, Pipedrive, PandaDoc, and QBO is preferred.

• The following Employee Analysis Framework attributes are essential: **Urgency, Agency, Problem Solving, and Prioritization**.

• High Agency: You take complete ownership of your responsibilities. If a vendor is unresponsive, you don’t merely "send an email"—you make phone calls until you receive a response.

• Organizational Mastery: You possess an effective system for managing various moving parts. You are proficient with project management tools and spreadsheets.

• Sense of Urgency: You recognize that in sales and purchasing, time equates to money. You act swiftly and drive projects toward completion with efficiency.

• Precision Communication: You are capable of communicating clearly and professionally with both high-level vendors and enterprise clients.

• A willingness to use Time Doctor for time tracking is a critical requirement for this position.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Opportunities for professional development and growth.

• Flexible working hours and remote work options.

• A dynamic and supportive team environment.