Executive Assistant – Senior Chief of Staff

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

📋 Description

• Oversee the CEO’s inbox, schedule, meetings, and daily tasks

• Evaluate incoming requests to determine what needs the CEO’s attention

• Create daily briefings, meeting agendas, notes, and follow-up actions

• Organize travel arrangements, bookings, appointments, and schedules

• Manage sensitive, confidential, and relationship-driven communications

• Monitor CEO commitments, deadlines, projects, and pending actions

• Follow up with staff, contractors, clients, and stakeholders regarding outstanding actions

• Maintain oversight of deadlines and deliverables

• Ensure that meeting actions are assigned, tracked, and completed

• Recognize potential issues or delays and escalate them before they escalate

• Assist the CEO with research, decision-making preparation, and ad-hoc projects

• Utilize AI to minimize repetitive administrative tasks and enhance the CEO’s workflow

• Develop systems for email triage, initial draft responses, and information summarization

• Employ AI for meeting transcription, summaries, action items, and follow-up tasks

• Research and create concise briefing documents and decision-support materials

• Draft presentations, documents, SOPs, and internal communications

• Establish automated reminders, reporting, and weekly updates for the CEO

• Continuously seek opportunities to enhance workflows using AI and automation

⛳️ Requirements

• Candidate must be based in the Philippines

• Minimum of 3 years of experience as an Executive Assistant, Senior EA, Personal Assistant, Operations Coordinator, or a related role

• Extensive experience in supporting a senior executive, founder, or business owner

• Exceptional organizational skills, prioritization, and follow-through

• Outstanding written and verbal communication skills in English

• High level of discretion and comfort handling confidential information

• Strong attention to detail while maintaining focus on priorities

• Ability to work independently and make judicious decisions without constant guidance

• Proficient digital skills and a willingness to quickly learn new systems

• Practical experience with AI tools to boost productivity and workflows

• Capability to handle multiple priorities in a dynamic environment

• Familiarity with some or most of the tools and software listed is preferred, including Microsoft 365, Google Workspace, AI tools, meeting and transcription tools, task and project management tools, communication platforms, automation tools, CRM systems, documentation and knowledge management tools, and scheduling and travel platforms

• Must disclose any current ongoing roles or client work

• This engagement should be reflected on LinkedIn as “Independent Contractor”

🏝️ Benefits

• 100% remote work from home

• Flexible time management as an independent contractor, while aligning with AU business hours for collaboration