Executive Support Specialist

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

📋 Description

• Overseeing the client’s calendar from start to finish — organizing, rearranging, prioritizing conflicts, and ensuring every meeting is purposeful and has a brief prepared in advance.

• Managing incoming communications via email, phone, and messaging platforms — prioritizing, responding appropriately, and escalating only matters that truly require the client's attention.

• Leveraging AI tools (Claude, ChatGPT, or similar) to create communications, summarize discussions, generate reports, and prepare briefing materials more efficiently than traditional methods.

• Monitoring open action items, follow-ups, and deadlines to prevent oversights — highlighting any risks before they escalate into issues.

• Producing reports, presentations, meeting agendas, and briefing documents that are clear, precise, and ready for immediate use without additional editing.

• Recognizing repetitive administrative tasks and employing AI-driven workflows or automation tools to eliminate them — focusing on efficiency rather than merely speeding up completion.

• Managing inquiries and interactions with professionalism and approachability — resolving issues when possible, escalating when necessary, and consistently following up.

• Keeping organized and accurate records across CRM systems, shared drives, and administrative databases — ensuring information is accessible, current, and trustworthy.

• Coordinating meetings, travel, and logistics across various time zones with meticulous attention to detail to avoid any surprises.

• Assisting with social media scheduling, market research, and competitor analysis when required — utilizing AI tools to expedite research and content creation.

⛳️ Requirements

• Exceptional conversational English — clear, natural, and easy to understand. A strong accent is perfectly acceptable; the key is that clients should not have to strain to comprehend you and should feel heard after every interaction.

• Demonstrated experience in an executive support, virtual assistant, or administrative capacity — you understand how to support a high-output client and have successfully done so before.

• Active and confident use of AI tools (Claude, ChatGPT, Gemini, or equivalent) — you utilize them daily to enhance your work efficiency, rather than treating them as a novelty.

• Proficiency in Microsoft Office Suite and Google Workspace — you don’t require basic training; you seek challenges.

• Experience with CRM platforms (HubSpot, Zoho, Salesforce, or similar) — you can maintain records, track interactions, and create reports independently.

• Strong written English skills — your emails are professional, clear, and do not need any revisions prior to sending.

• Familiarity with social media management and scheduling tools — you can independently plan, post, and monitor content across multiple platforms.

• High level of accuracy and attention to detail — you identify errors before they leave your desk, not afterward.

• Excellent organizational and time-management capabilities — you can juggle multiple priorities at once without anything falling through the cracks.

• Self-motivated once you grasp the environment — but you ask relevant questions early to ensure clarity.

• Comfortable navigating ambiguity and shifting priorities — in a dynamic setting, plans may change; you adapt swiftly without losing momentum.

• Long-term perspective — you aim to build trust over time, rather than viewing this role as merely a stepping stone.

🏝️ Benefits

• Permanent Work-from-Home Setup

• Competitive Salary

• HMO Coverage

• Mental Health Programs

• Maternity Assistance through HMO (for Female employees)

• Paid Vacation Leave

• Technology Allowance

• Internet Allowance

• Weekly Payouts

• Career Growth and Advancement Opportunities