Executive Assistant

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

📋 Description

• Oversee the founder's calendar and daily schedule.

• Organize meetings, appointments, and manage competing priorities.

• Arrange meetings and gather relevant attendees and information.

• Provide notifications for significant meetings, deadlines, and obligations.

• Systematize and prioritize incoming emails.

• Recognize urgent or high-priority messages.

• Compose and coordinate standard replies when suitable.

• Monitor outstanding communications and ensure follow-ups are completed.

• Facilitate internal and external meeting coordination.

• Prepare agendas, summaries, outlines, and supporting documentation.

• Document key actions and follow-up requirements.

• Track outstanding actions post-meeting.

• Manage communications with clients, partners, and stakeholders.

• Maintain structured workflows throughout the organization.

• Organize priorities, tasks, deadlines, and pending actions.

• Develop systems and processes to enhance daily efficiency.

• Keep organized digital files and business records.

• Simplify repetitive administrative tasks.

• Support the launch of new product and content initiatives, including AIO Kids.

• Assist in organizing and coordinating content.

• Monitor timelines, actions, and pending deliverables.

• Aid in the communication and coordination of company initiatives.

• Create summaries, outlines, templates, and basic business documents.

• Format and organize information into coherent documents.

• Maintain spreadsheets, trackers, and administrative records.

• Assist with research and information collection.

• Provide general administrative support in response to shifting business priorities.

• Report directly to the Business Owner/Founder.

⛳️ Requirements

• Prior experience as an Executive Assistant, Personal Assistant, Senior Virtual Assistant, or a similar role.

• Exceptional organizational and time-management abilities.

• Strong experience in calendar and inbox management.

• Excellent written and verbal communication skills in English.

• Keen attention to detail.

• Capability to manage multiple priorities at once.

• Confident in working independently within a remote setting.

• Proactive in recognizing and completing tasks.

• Strong digital and technological skills.

• Ability to handle confidential information with professionalism.

• Comfortable supporting a dynamic founder or business owner.

• Experience in assisting a founder, entrepreneur, or senior executive directly.

• Background in coordinating content, digital projects, or program implementations.

• Strong skills in document preparation and presentation.

• Familiarity with using AI tools to enhance administrative efficiency.

• Experience in developing workflows, templates, and administrative systems.

• Knowledge of project or task management platforms.

🏝️ Benefits

• Working during New Zealand business hours.

• Observance of public holidays in New Zealand.