Executive Assistant – Operations, CEO Support

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

📋 Description

• Manage the CEO's calendar and inbox, which includes scheduling appointments, safeguarding focus time, prioritizing tasks, and drafting or sending responses.

• Develop and implement a comprehensive company-wide system to monitor commitments, follow-ups, and deadlines among the leadership team.

• Prepare the CEO for both internal and external meetings and ensure that follow-up tasks are completed.

• Handle recurring administrative tasks for the leadership team.

• Monitor commission payments, verify client payments, calculate commissions, and submit them to payroll on a monthly basis.

• Address accounting reconciliation issues and track down missing invoices or receipts.

• Create, dispatch, and follow up on invoices.

• Organize approvals, signatures, and contract sign-offs into concentrated working sessions for the CEO.

• Facilitate communication between the CEO, leadership team, and external partners.

• Provide organized updates regarding open items, priorities, and deadlines.

• Foster a system of accountability with no open tasks.

• Utilize tools like Google Workspace, Slack, and Notion or a similar task management platform.

• Maintain communication through daily Slack messages, weekly video check-ins, and email summaries.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Operations Manager, or in a comparable role supporting senior leadership.

• A strong background in operations is preferred over a purely administrative focus.

• Exceptional written and verbal communication skills.

• Advanced or fluent English proficiency (C1-C2).

• Technologically adept and comfortable navigating digital ecosystems, including Google Workspace, Slack, and Notion or similar platforms.

• Strong organizational skills and the ability to prioritize effectively.

• A dependable personal productivity system and the capability to complete tasks independently.

• Proven experience in managing highly sensitive and confidential information with discretion.

• Proactive and self-motivated; capable of making independent judgment calls and following through.

• Comfortable with high-level coordination as well as hands-on administration.

• Basic understanding of bookkeeping, invoicing, or commission/reconciliation processes is preferred.

• Access to reliable high-speed internet.

• A suitable, quiet home office environment.

🏝️ Benefits

• Gain international experience.

• Opportunity to work remotely from any location.

• Enjoy a supportive and collaborative team environment.

• Access to learning and development opportunities.

• Possible performance bonuses.

• Paid time off (PTO).

• Health Maintenance Organization (HMO) coverage after 3 months.