Executive Assistant

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

📋 Description

• Assist the Sales Director and senior management with executive, administrative, and sales-related tasks.

• Create client proposals, quotes, and necessary supporting documents.

• Oversee client transactions, opportunities, and records within the CRM system.

• Follow up on client communications, monitor responses, and aid in account management.

• Address client correspondence on behalf of managers when necessary.

• Organize and manage email communications.

• Coordinate calendars, meetings, appointments, demonstrations, and schedules.

• Provide personal assistant services, including travel arrangements, scheduling, and coordination.

• Arrange sales appointments with qualified leads and document activities in the CRM.

• Manage, format, and control versions of business documents.

• Conduct online research, including data, LinkedIn, and lead research.

• Assist with follow-ups on tenders and sourcing new contacts.

• Compile weekly and monthly reports on sales, activities, board updates, and operations.

• Collect information and prepare documentation for board reports.

• Support internal policies, procedures, manuals, and process documentation.

• Utilize automation tools and integrations to enhance operational efficiency.

• Coordinate travel arrangements, events, staff bookings, and entertainment activities.

• Uphold professional standards, foster team culture, and embody company values.

• Execute additional duties related to the position as they arise.

⛳️ Requirements

• At least 4+ years of experience in executive assistance, sales administration, business administration, client support, or a comparable administrative role.

• Proven experience in supporting senior leaders, directors, managers, or sales teams within a fast-paced business setting.

• Familiarity with CRM software, including maintaining client records, updating deals, tracking communications, and documenting sales activities.

• Strong background in preparing proposals, quotations, reports, business documents, and client-facing communications.

• Experience in sales administration, appointment setting, client follow-ups, tender support, or account management assistance is highly valued.

• Excellent email and calendar management capabilities.

• Intermediate proficiency in Microsoft Word and Excel.

• Strong written and spoken English communication skills.

• Experience in professionally handling incoming and outgoing phone calls is highly regarded.

• Exceptional organizational skills with the ability to manage multiple tasks, competing priorities, deadlines, and stakeholder requests.

• High level of attention to detail.

• Ability to work under pressure, meet deadlines, and keep tasks progressing independently.

• Proactive, dependable, process-oriented, and comfortable with executive and sales administration responsibilities.

• Experience with automation tools, integrations, or workflow enhancements is a plus.

• Professional, ethical, and capable of maintaining confidentiality.

🏝️ Benefits

• Work from home

• Mon - Fri: 9:00am – 6:00pm AEST/AEDT (adjustments will be made for daylight saving time)

• HMO with 2 free dependents and medical reimbursements

• Government-mandated benefits

• Work from home allowances

• Opportunities to collaborate with leading companies in Australia and internationally

• Training programs for career advancement

• Engaging company outings, team activities, and wellness sessions

• Supportive and inclusive culture

• Dedicated managers focused on your growth and success

• Competitive compensation and benefits

• Additional entitlements

• Structured career development programs

• Equal opportunity and inclusive workplace