Senior Executive Assistant

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

📋 Description

• Act as a genuine Executive Business Partner to the Head of Brand & Customer.

• Oversee and prioritize the executive inbox, compose responses, and monitor follow-ups.

• Organize and safeguard the executive’s calendar 2–4+ weeks in advance, including agendas, notes, links, and preparation details.

• Arrange comprehensive domestic and international travel, encompassing research, bookings, itineraries, and accommodation options.

• Manage personal administration, appointments, logistics, research, documents, reports, presentations, and digital files.

• Monitor projects, deadlines, deliverables, ownership, follow-ups, and subsequent actions across the team.

• Proactively engage with stakeholders, identify stalled projects, facilitate cross-functional activities, and escalate significant risks.

• Prepare for meetings by creating agendas, briefing notes, summaries, background information, and gathering stakeholder input.

• Document meeting actions and ensure that post-meeting commitments are fulfilled.

• Assist with brand and marketing operations, productions, campaigns, suppliers, talent, creators, partners, outreach, timelines, and deliverables.

• Research, compare, and negotiate supplier proposals as necessary.

• Develop documented processes, workflows, templates, checklists, trackers, and operating systems.

• Utilize AI tools to enhance productivity, research, communication, automation, and recurring workflows.

• Employ Notion or comparable tools to establish visibility and accountability.

• Draft and dispatch authorized communications on behalf of the executive in her voice.

• Anticipate routine administrative requirements and independently resolve issues.

⛳️ Requirements

• 8+ years of experience in a role that provides comprehensive, end-to-end exposure to business operations.

• Proven track record of owning business outcomes rather than merely completing assigned tasks.

• Experience in making independent decisions and being entrusted with significant responsibilities.

• Background in coordinating people, projects, priorities, and deadlines.

• Demonstrated ability to build or enhance a process, system, or workflow.

• Exceptional written English and professional communication skills.

• Outstanding organizational skills with a keen attention to detail.

• Strong commercial judgment and understanding of business principles.

• Excellent research and problem-solving skills.

• Capability to work effectively amidst ambiguity and limited guidance.

• Ability to foresee needs and identify risks before they escalate into urgent issues.

• Significant practical experience utilizing AI tools.

• Familiarity with Notion or similar workflow platforms.

• High level of discretion and the ability to manage confidential information.

• Bachelor’s degree or equivalent professional experience.

• Availability to work full-time with significant daily overlap with New Zealand business hours.

• Highly desirable: experience in a fast-paced, high-growth environment.

• Highly desirable: prior experience in operations, finance, banking, engineering, partnerships, account management, or project management.

• Highly desirable: experience in Founder’s Office, Chief of Staff roles, or as a startup generalist.

• Highly desirable: senior-level Executive Assistant or Executive Business Partner experience.

• Highly desirable: background in supporting senior executives with substantial business responsibilities.

• Highly desirable: experience coordinating marketing or production activities.

• Highly desirable: experience in developing AI-enabled workflows or automations.

• Highly desirable: previous experience supporting businesses in New Zealand, Australia, the US, or internationally.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Opportunities for professional growth and development.

• Flexible working hours and remote work options.

• Collaborative and innovative work environment.