Executive Assistant

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

📋 Description

• Oversee Richard's inbox — including triaging, organizing, prioritizing, and drafting responses.

• Establish a structured approach to Richard's calendar: implement time blocking, schedule meetings, and maintain scheduling discipline.

• Assist in planning Richard's daily and weekly activities to ensure priorities are managed proactively rather than reactively.

• Ensure that significant tasks, commitments, and follow-ups are documented and actively progressed.

• Provide support for travel arrangements, bookings, and general executive administrative tasks as needed.

• Take ownership of open items initiated by Richard and drive them to completion.

• Follow up on tasks discussed during meetings or conversations and translate them into actionable items.

• Seek internal inputs necessary for advancing or finalizing tasks.

• Draft documents, letters, and reports utilizing business data and internal systems.

• Streamline multi-step, fragmented workflows by facilitating one-touch completion whenever possible.

• Coordinate recurring one-on-one meetings and leadership gatherings.

• Prepare agendas, templates, and discussion prompts ahead of time.

• Document meeting outputs, minutes, and action items.

• Monitor ownership and progress of agreed tasks.

• Assist in creating a more disciplined meeting rhythm across the leadership team.

• Generate standardized letters and business documentation.

• Extract reports from internal systems and format them for usability.

• Provide support for ad hoc business administration tasks: team coordination, internal documentation, and project assistance.

• Aid in client reporting and formatting of recurring outputs.

• Contribute to enhancing consistency and structure in internal processes.

• Update website content using Squarespace.

• Assist in drafting and scheduling LinkedIn posts.

• Help prepare proposals, property management agreements, and presentation materials.

• Utilize AI tools to enhance the speed and quality of outputs where applicable.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or a related role.

• Strong capabilities in managing inboxes and calendars effectively.

• Exceptional written communication and document preparation skills.

• Disciplined follow-up and task management abilities.

• Experience collaborating with senior leaders or founders.

• High proficiency in: Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/administration systems.

• Excellent verbal and written English — this role requires regular spoken communication, voice notes, and real-time interaction with Richard.

• Strong skills in presentation formatting and templating — capable of producing polished, consistent documents, reports, and slide decks.

• Familiarity with MyHR and/or property management systems such as OPM (preferred).

• Knowledge of Squarespace and LinkedIn (preferred).

• Background in property, facilities, or service-oriented businesses (preferred).

• Strong understanding of AI tools — comfortable utilizing resources like ChatGPT to optimize workflows (preferred).

🏝️ Benefits

• Opportunity for professional growth and development.

• Work in a dynamic and supportive environment.

• Flexible working arrangements.

• Competitive compensation package.