Executive Assistant

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

📋 Description

• Oversee executive calendars and inboxes, including scheduling, prioritizing, and safeguarding focus time.

• Facilitate meetings from start to finish, ensuring effective communication, resolving conflicts, and conducting follow-ups.

• Manage task tracking in Asana by assigning tasks, monitoring progress, and enforcing deadline accountability.

• Provide weekly updates regarding priorities, overdue items, and obstacles to maintain smooth operations.

• Prepare meeting agendas, materials, and document notes with clear action items and timely follow-ups.

• Serve as a communication liaison, following up with team members, vendors, and partners on behalf of leadership.

• Organize travel arrangements, including flights, accommodations, and detailed itineraries.

• Manage pre-trip planning and scheduling to ensure organized and seamless travel experiences.

• Oversee personal calendars, appointments, and family logistics such as school and activity schedules.

• Supervise household operations, including vendor management, subscriptions, and online orders.

• Assist in the planning and coordination of company events, offsites, and key initiatives.

• Support team culture initiatives, including onboarding, birthday celebrations, and recurring operational checklists.

• Monitor expenses, gather receipts, and help maintain accurate financial records.

• Organize systems (Google Drive, Asana) and suggest process enhancements for improved efficiency.

⛳️ Requirements

• 3-5 years of experience in supporting executives with calendars, inbox management, and coordination.

• Proven ability to manage high-volume inboxes, prioritize urgent messages, and follow up proactively.

• Experience in drafting clear notes, standard operating procedures (SOPs), and meeting summaries for team alignment.

• Excellent written and verbal communication skills characterized by clarity, professionalism, and responsiveness.

• Capable of anticipating needs, identifying gaps, and taking initiative without constant supervision.

• Familiarity with Asana, ClickUp, or similar task tracking tools for managing tasks and deadlines.

• Proactive problem-solving skills and foresight to anticipate requirements.

• Ability to track action items and ensure completion across various stakeholders and projects.

• Experience with personal scheduling, travel arrangements, or family-related coordination tasks.

🏝️ Benefits

• Opportunities for professional development.

• Flexible work arrangements.