Executive Assistant – CEO Support

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

📋 Description

• Take ownership of and enhance the CEO’s calendar and inbox, which includes scheduling, focus time management, meeting coordination, follow-ups, priority flagging, and communicating on the CEO’s behalf when necessary.

• Ensure alignment between the CEO’s professional and personal schedules.

• Track daily and weekly tasks related to the CEO’s business and personal operations utilizing Notion or similar applications.

• Oversee progress, establish reminders, and guarantee accountability for initiatives, travel arrangements, and family logistics.

• Document, organize, and refine company workflows and Standard Operating Procedures (SOPs) within Notion.

• Assist in maintaining internal systems for accountability, task tracking, and delegation across Trotta’s operations and team structure.

• Manage recurring administrative finance tasks, such as client billing setup, monthly invoices, commissions, and reimbursements.

• Keep organized digital records with precision and timeliness during monthly cycles.

• Plan and coordinate travel arrangements for the CEO and team, including flights, accommodations, and conference registrations.

• Develop and maintain an annual travel calendar for 8–9 industry events, complete with detailed itineraries.

• Act as the primary communication link between the CEO, internal team, and external partners.

• Deliver clear, timely, and professional updates via Slack, Gmail, and Notion.

• Provide structured updates and summaries regarding priorities, progress, and deadlines.

• Assist in time-blocking and productivity systems to enable the CEO to concentrate on strategic work.

• Engage in daily Slack communications, weekly Zoom check-ins, and email summaries.

⛳️ Requirements

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or in a similar role supporting senior leadership.

• Exceptional written and verbal communication skills.

• Tech-savvy and comfortable navigating digital ecosystems (Slack, Notion, Google Workspace, etc.).

• Strong organizational skills and the ability to prioritize effectively.

• Proven track record of handling sensitive information with confidentiality.

• Proactive, self-motivated, and able to thrive in a dynamic environment.

• Experience managing both business and personal responsibilities for a founder or executive is advantageous.

• Basic understanding of bookkeeping, reporting, or data entry is preferred.

• Reliable high-speed internet and a modern home office setup are required.

• Familiarity with Notion, Slack, Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), and Todoist or similar task management platforms.

• Availability for daily Slack communication, weekly Zoom check-ins, and email summaries.

🏝️ Benefits

• International experience

• Opportunity to work remotely from anywhere

• Supportive and collaborative team environment

• Learning and development opportunities

• Potential Performance Bonuses

• PTO

• HMO after 3 months