Executive Assistant

Who We Are

DSM Talent is the division that helps agency owners build a remote team in the Philippines by recruiting and managing amazing talent.

Who We're Looking For
We are seeking a proactive and tech-savvy Virtual Executive Assistant who excels in organization, client communication, and problem-solving. This full-time remote position is perfect for someone with excellent people skills, integrity, attention to detail, and a passion for helping others succeed.

You’ll thrive in this role if you genuinely enjoy creating efficiency, ensuring seamless coordination, and supporting a team to reach its goals. The position requires a commitment to work 8 hours a day, 5 days a week, during a night shift (9 PM - 6 AM PH Time) to align with our US-based clients.

Responsibilities
1. Executive Support
Manage the executive’s daily schedule, appointments, and travel plans using Google Calendar.
Prepare meeting agendas, take detailed notes, and follow up on action items.
Handle confidential information with discretion and professionalism.
Assist with personal tasks and errands as needed.
Attend meetings on behalf of the executive and provide comprehensive summaries.

2. Project Coordination & Organization
Oversee project timelines and deadlines, ensuring smooth workflow and communication across teams.
Maintain project documentation and task tracking in Notion.
Act as the main point of contact between videographers, editors, designers, and clients.
Proactively identify and resolve bottlenecks in processes.

3. Communication Management
Manage internal and external communication via Slack, Gmail, and WhatsApp.
Draft, review, and respond to emails professionally on behalf of the executive.
Ensure all stakeholders are informed of key updates and deadlines.

4. Process Improvement & Automation
Identify inefficiencies in workflows and recommend process improvements.
Implement automation within Notion, Slack, and other tools to streamline operations.
Create and maintain standard operating procedures (SOPs).

5. Client & Vendor Relations
Serve as the first point of contact for client inquiries and requests.
Coordinate with vendors for logistics such as equipment rentals and bookings.
Provide timely updates to clients, ensuring satisfaction and responsiveness.

6. Administrative & Logistical Support
Prepare and send invoices, track payments, and liaise with the finance team.
Organize and maintain company documents and contracts in Google Drive and Dropbox.
Support the recruitment and onboarding of new teaUpgrade to see actual infombers.

7. Event & Shoot Coordination
Assist in coordinating logistics for shoots, meetings, and other business events.
Prepare detailed shoot briefs and ensure all necessary resources are available.

Experience
Must-Have Experience:
2–3 years in an executive assistant or administrative role.
Strong proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail), Notion, and Slack.
Excellent written and verbal communication skills.
Strong organizational and multitasking abilities.
High attention to detail and ability to work independently.
Experience handling confidential information with discretion.

Preferred (Nice-to-Have) Experience:
Previous experience in a creative or production environment.
Familiarity with Dropbox and content management tools.
Knowledge of automation tools to streamline processes.
Basic design skills using Canva or Adobe Suite (Photoshop, Lightroom).

How We Will Help You Succeed
We understand that transitioning into a new role takes time, and we are committed to setting you up for success with the following support:
Structured Onboarding: You'll receive comprehensive onboarding, including Loom video tutorials, workflow guides, and hands-on training to familiarize you with our tools and processes.
Clear Expectations: We’ll provide a detailed roadmap of your responsibilities and goals for the first 3, 6, and 12 months.
Ongoing Support: Regular check-ins with leadership to provide feedback, answer questions, and help you overcome challenges.
Growth Opportunities: We believe in internal growth and provide opportunities for career advancement into roles like Operations Lead or Chief Operating Officer (COO).
Collaborative Culture: You’ll be part of a team that values open communication, collaboration, and innovation.
Work-Life Balance: Despite being a remote position, we emphasize maintaining a healthy balance between work and personal life.

Employment Type
This is a full-time role, and we're not looking for an agency.
Please add the words "Sashimi" at the beginning of... Why are you interested in this position?
Salary Range: Php 40,000 - 50,000
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