JOB DESCRIPTION: Executive Assistant
Role Overview The Executive Assistant acts as the right hand to the leadership team, ensuring seamless day-to-day operations and maximizing the executive’s productivity. This role involves comprehensive calendar management, inbox organization, travel coordination, and project support. The ideal candidate is highly organized, proactive, possesses exceptional communication skills, and has
proven experience providing high-level administrative support.
Hourly Rate: TBD
Key Responsibilities
- Calendar Management: Proactively manage complex calendars, schedule meetings, resolve scheduling conflicts, and ensure the executive stays on time.
- Inbox Management & Correspondence: Screen, prioritize, and respond to emails; draft internal and external communications to ensure timely responses.
- Meeting Support: Prepare agendas, take meeting minutes, and track action items to ensure follow-through on key deliverables.
- Travel & Itinerary Planning: Coordinate domestic and international travel arrangements, including flights, accommodations, and detailed itineraries.
- Project Coordination: Assist in tracking project deadlines, coordinating with team members, and ensuring tasks move forward efficiently.
- Research & Reporting: Conduct ad-hoc internet research and prepare reports, presentations, or spreadsheets as needed.
- File & CRM Management: Organize digital files and maintain accurate records in CRM software or internal databases.
- Gatekeeping: Act as the primary point of contact for internal and external stakeholders, handling inquiries with professionalism and discretion.
LINE OF BUSINESS (LOB)
Executive Administrative Support, focused on Operational Efficiency and Time Management.
- Focus Areas:
- Calendar & Communication Management: Streamlining schedules and ensuring clear, professional communication.
- Operational Logistics: Managing travel, bookings, and day-to-day administrative hurdles.
- Project Support: Tracking deliverables and assisting with cross-functional coordination.
- Data & Document Management: Maintaining organized digital filing systems and preparing reports.
Qualifications
- Location: Must be residing within the Philippines.
- Experience: Minimum of 2 years of hands-on experience as an Executive Assistant or Senior Administrative Assistant is required.
- Education: High school graduate, college undergraduate, or college graduate.
- Tech Proficiency:
- Expert proficiency in Google Workspace (Calendar, Gmail, Drive) and/or MS Office.
- Familiarity with project management tools (e.g., Trello, Asana, ClickUp) is a plus.
- Communication: Fluent in English, both written and spoken, with a strong ability to draft professional emails.
- Soft Skills:
- High level of discretion and confidentiality.
- Strong anticipation skills (ability to solve problems before they happen).
- Exceptional organizational and time-management skills.
- Availability:
- Must be willing to work a graveyard shift (to align with executive business hours).
- Available for full-time work.
System Requirements
Note: The use of mobile phones or tablets is not accepted for this role.
Main Device
- Processor: Core i3 or Ryzen 3 and above (5th Gen) or AMD equivalent.
- RAM: 8 GB and above
- Storage: 112 GB (or higher)
- Internet Connectivity: 20 MBPS and above (both for Download and Upload Speed)
Backup Device
- Processor: Core i3 or Ryzen 3 and above (5th Gen) or AMD equivalent.
- RAM: 4 GB
- Storage: 112 GB
- Internet Connectivity: 10 MBPS
