Executive Assistant – Independent Contractor

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

📋 Description

• Oversee executive calendars, manage meeting schedules, and coordinate appointments.

• Facilitate both internal and external meetings involving various stakeholders.

• Proactively identify and address scheduling conflicts.

• Organize and manage executive inboxes, prioritizing incoming communications effectively.

• Draft or assist in crafting professional email responses and follow-ups.

• Prepare, format, organize, and monitor proposals and business documents.

• Assist in the creation of Standard Operating Procedures (SOPs), workflow documentation, process mapping, and presentation formatting.

• Document and standardize operational workflows and internal processes.

• Maintain accurate records in the CRM pipeline and client contact databases.

• Track and coordinate ongoing opportunities.

• Organize and maintain digital files in SharePoint and Microsoft 365, ensuring version control.

• Provide administrative support for projects and operational initiatives.

• Collaborate with external vendors and partners.

• Assist with research tasks and the preparation of presentations.

• Help with QuickBooks invoice creation and tracking as required.

⛳️ Requirements

• 3 to 5 years of experience in executive or virtual administrative support for clients in the US.

• Bachelor’s Degree relevant to the position.

• A positive, proactive, and solution-oriented "Can Do" attitude.

• Strong proficiency in Microsoft 365.

• Experience in managing calendars, emails, and scheduling tasks.

• Familiarity with document formatting and providing presentation support.

• Experience in organizing digital files and documentation effectively.

• Excellent communication and coordination skills.

• Experience with updating CRM systems and managing databases.

• Proficiency in PowerPoint, Word, and Excel.

• Familiarity with Microsoft Teams, MS Planner, Microsoft Calendar/Booking tools, Canva, SharePoint, HubSpot, or other CRM systems.

• QuickBooks experience is preferred but not mandatory.

• Familiarity with AI tools such as ChatGPT or Microsoft Copilot is a bonus.

• Flexible availability of 5 to 10 hours per week, with a preference for overlap with EST.

🏝️ Benefits

• Flexible schedule.

• Fully remote work arrangement.