Executive Assistant with 3+ years experience

Are you a highly organized and proactive Executive Assistant with exceptional tech skills? Do you thrive in fast-paced environments and love anticipating needs before they arise?

About Us:
We are a fast-paced and highly impactful business that connects brands, experts, and thought leaders with global audiences. We prioritize growth, efficiency, and creating seamless operations for our clients. By joining us, you become part of a supportive community of skilled VAs dedicated to excellence and continuous learning.

Job Description:
We are looking for a detail-oriented, tech-savvy, and highly proactive Executive Assistant to provide comprehensive support to a high-level executive. This role is much more than just scheduling; it's about being a true partner, a resourceful problem-solver, and a trusted confidante. You will be the client’s right hand, ensuring her day runs seamlessly and allowing her to focus on strategic initiatives and client relationships. You'll be a master of organization, a communication expert, and a proactive force who takes initiative and gets things done.

Key Responsibilities:

Calendar & Scheduling Management:
- Organize and manage complex personal and professional schedules.
- Coordinate meetings, appointments, and events while ensuring all necessary details are in place.
- Send timely reminders and follow-ups for important meetings.

Systems & Process Optimization:
- Maintain digital files, databases, and email organization for seamless operations.
- Implement systems to improve workflow efficiency (e.g., task automation, CRM management).
- Ensure security and confidentiality of high-profile contact lists and sensitive information.

Task & Project Accountability:
- Follow up on action items, ensuring timely execution of tasks.
- Provide daily summaries of completed tasks, priorities, and upcoming deadlines.
- Act as an accountability partner, keeping the executive on track with deliverables.

Communication & Support:
- Assist with drafting professional emails and correspondence.
- Maintain consistent communication with the executive via text, email, and calls.
- Support in coordinating PR/media contacts and outreach using specialized tools.

Media Clipping & Newsletter Preparation:
- Monitor and collect media coverage related to the executive’s work and industry.
- Organize and present media clips in a structured and visually appealing manner.
- Assist with the design and preparation of newsletters and other marketing materials.

Travel & Expense Management:
- Arrange travel logistics, including flights, accommodations, and itinerary planning.
- Organize and track expense reports using provided tools and templates.

Qualifications:
- Proven Experience: Minimum 3 years as an Executive Assistant or in a similar high-level administrative role.
- Highly Organized & Detail-Oriented: Ability to manage multiple priorities while ensuring nothing falls through the cracks.
- Strong Communication Skills: Excellent written and verbal English communication skills.
- Proactive & Problem-Solver: Anticipates needs, identifies potential challenges, and takes initiative to resolve them.
- Tech-Savvy & Process-Oriented: Comfortable working with digital tools and automation systems.
- Discreet & Trustworthy: Able to handle confidential information with professionalism.
- Remote Work Ready: High self-motivation and accountability while working independently.
- Education: Bachelor’s degree preferred but not required. Relevant experience is a priority.

Tools You Will Use:
- Microsoft Teams & Outlook – for scheduling, email, and file management.
- Muck Rack – PR/media database & contact organization.
- Constant Contact – Email marketing and newsletter automation.
- CRM platform & project management tools – To be determined based on business needs.

Preferred Traits
- Highly organized & detail-oriented – anticipates needs and prevents scheduling conflicts.
- Proactive & takes initiative – acts independently and solves problems without waiting for direction.
- Strong written & verbal communication skills – professional email drafting and clear communication.
- Tech-savvy & process-oriented – comfortable with digital tools and automation.
- Trustworthy & discreet – handling high-profile contacts and sensitive data.
- Personable yet assertive – friendly but firm in keeping operations on track

Working Hours:
- Full-time: 40 hours per week
- 8:30 AM – 6:00 PM PST (Pacific Time)
- This is a Graveyard Shift role due to the US-based working hours.

Non-Negotiables:
- Screenshot and productivity tracker required.
- Must adhere to assigned work hours.

Preferred Traits:
- Ability to adapt and work independently or as part of a team.
- Strong attention to detail and time management.
- Friendly, approachable, and proactive.
- Non-Negotiables:
- Screenshot and productivity tracker required.
- Credit score check required.
- Time of Work Hours: Must be available during standard office hours.

Benefits:
- Paid 30 business days of training (focused on both mindset and skillset).
- Work-from-home opportunity.
- 7th month, anniversary, and performance bonuses.
- Access to training resources.
- Collaborate with a supportive community of VAs.
- Weekly payment.
- Claim reimbursements every quarter for Philhealth contributions after 6 months of tenure, and after 1 year, opt between - Philhealth or HMO.

How to Apply:
Please answer the following questions to help us determine if you’re a good fit for the role:
1. Resume Link
2. Video Introduction link that is related to the job ad to be considered.
3. Are you currently employed?


Why Join Us?
By joining us, you'll be part of a dynamic and thriving team that values collaboration, personal growth, and exceptional service. This is a great opportunity to develop your skills, receive competitive benefits, and work in a flexible, supportive environment!