Executive Assistant

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

📋 Description

• Provide support to 2–3 C-Level Executives as a dependable operational partner.

• Oversee executive inboxes while striving to maintain Inbox Zero when feasible.

• Organize, prioritize, and draft email replies on behalf of the executives.

• Manage calendars, meetings, and scheduling across various time zones.

• Prepare meeting agendas, accompanying materials, and pre-meeting briefings.

• Take notes during meetings and offer concise summaries of action items.

• Monitor follow-ups, commitments, and deadlines.

• Handle executive contacts and cultivate professional relationships.

• Organize digital files, documents, and records efficiently.

• Coordinate travel arrangements both domestically and internationally.

• Book flights, accommodations, ground transportation, and reservations.

• Develop comprehensive travel itineraries.

• Oversee expense tracking and manage reimbursement submissions.

• Conduct research and prepare reports, presentations, and documentation.

• Assist with updates to the CRM and manage the sales pipeline.

• Facilitate vendor sourcing, negotiations, and communications.

• Aid in invoicing, collections, and accounts receivable follow-ups.

• Support recruiting activities, including sourcing candidates, scheduling interviews, and managing applicant communications.

• Coordinate onboarding processes for new hires.

• Create and uphold Standard Operating Procedures (SOPs).

• Track projects, deadlines, and deliverables among multiple stakeholders.

• Manage communications between various departments and external partners.

• Keep tabs on action items and ensure their timely completion.

• Draft professional correspondence and executive communications.

• Utilize AI tools for proofreading, editing, and enhancing content.

• Assist with the scheduling of social media content and coordination.

• Support logistics and workflows for podcast production.

• Aid with updates for investors, executive presentations, and preparations for board meetings.

• Configure and oversee basic Microsoft Copilot workflows.

• Implement AI-assisted productivity solutions for email management, document creation, meeting preparation, and task tracking.

• Identify opportunities to enhance executive workflows using automation and AI tools.

⛳️ Requirements

• Bachelor's Degree preferred, though not mandatory.

• At least 3+ years of experience as an Executive Assistant, Operations Coordinator, Chief of Staff, Administrative Manager, or in a similar role supporting senior leadership.

• Strong written and verbal communication skills in English.

• Exceptional abilities in organization and time management.

• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.

• Experience managing executive calendars and inboxes effectively.

• Familiarity with coordinating both domestic and international travel arrangements.

• Ability to handle confidential information with professionalism and discretion.

• Comfort with AI-powered productivity tools and a willingness to learn emerging technologies independently.

• Preferred experience with Microsoft Copilot, ChatGPT, AI-powered note-taking tools, workflow automation platforms, calendaring and scheduling tools, and CRM systems.

• Strong understanding of configuring and utilizing Microsoft Copilot for mailbox management, scheduling, drafting communications, meeting preparation, and administrative workflows is highly preferred.

• Experience supporting multiple executives simultaneously is preferred.

• Experience working with U.S.-based companies is preferred.

• Background in technology, managed services, consulting, hospitality, or professional services industries preferred.

• Familiarity with Monday.com, ClickUp, Asana, Trello, or Microsoft Planner preferred.

• Experience with Salesforce, HubSpot, ConnectWise, or Microsoft Dynamics preferred.

• Availability to work U.S. business hours when necessary.

• Highly proactive and self-directed individual.

• Excellent judgment and decision-making capabilities.

• Strong attention to detail.

• Ability to anticipate the needs of executives without being prompted.

• Comfortable managing competing priorities.

• Capable of communicating confidently with executives, clients, vendors, and partners.

• Tech-savvy and enthusiastic about utilizing AI to enhance efficiency.

• Resourceful, reliable, and solutions-oriented.

🏝️ Benefits

• Fully remote position.

• Requirement for a dedicated home office workspace.

• Must have a reliable high-speed internet connection.

• Backup internet solution preferred.

• Quality headset and webcam required.