Personal Assitant to CEO - Working from Boracay (Office Based)

Does the idea of living in Boracay and working for an established, secure Australian wellness company excite you?

Kiva Wellness is a leading provider of wellness products, including infrared saunas, ice baths, and circadian sleep pods. Our mission is to help our customers live healthier, more balanced lives. We’re looking for a dedicated and proactive individual to join our Boracay team and play a key role in supporting our business owner and customer service team.

Role Overview

We are seeking a highly organised Virtual Assistant with at least 3+ years of relevant experience to provide personal and administrative support to the CEO, helping streamline their workflow and shape their weekly schedule. When not directly assisting the business owner, the VA will support the customer service team, ensuring smooth operations and excellent service delivery.

Key Responsibilities

Personal Assistance to CEO:

Calendar & Task Management:

Manage the business owner’s calendar, scheduling key meetings, deep work sessions, and 1:1s with team members.
Prioritise tasks, block time for strategic work, and set reminders for deadlines and milestones.

Meeting Support:

Prepare agendas, documents, and presentations for meetings.
Take meeting notes, distribute action items, and follow up on deliverables.

Travel & Logistics:

Organise business travel, including itineraries for trips to China, New Zealand, and domestic events.

Weekly Planning & Reporting:

Assist in planning weekly schedules and business reviews.
Compile reports on key metrics (sales, marketing performance, customer service stats).
Monitor progress toward business goals and flag potential issues.

Team Support (During Downtime):

Customer Service Assistance:

Support the customer service team by responding to customer inquiries, resolving issues, and ensuring timely follow-ups.
Help maintain service quality by assisting with administrative tasks and documentation.

Coordination & Communication:

Act as a liaison between the business owner and team leaders, ensuring smooth communication and alignment on priorities.

Collaborate with team leaders both in The Philippines and Australia to support ongoing projects.

Administrative Support:

Assist in creating and maintaining documentation, including SOPs and training materials.
Support onboarding for new team members by organising schedules and resources.

Qualifications

Minimum 3+ years of experience as a Virtual Assistant, Personal Assistant, or in a similar administrative role.
Must be able to work full-time from our Boracay office in D'Mall.
Excellent verbal and written communication skills in English.
Strong organisational and time management skills.
Understanding of AI and how to use ChatGPT
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides).
Familiarity with CRM systems and customer support tools is a plus (e.g., HubSpot, Gorgias).
Ability to handle confidential information with discretion.

Experience

Key Attributes

Proactive and self-motivated with a high level of initiative.
Strong problem-solving skills and attention to detail.
Adaptable and flexible to shifting priorities.
Team-oriented with a collaborative mindset.

Why Join Kiva Wellness?

Be part of a secure, dynamic, fast-growing company in the wellness industry.
Join an already established Filipino team.
Holiday Pay, Sick Pay, Aussie Public Holidays + 13th Month all included
Work in a supportive and collaborative environment in the heart of Boracay.
Opportunities for personal and professional growth.

How to Apply

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience. Applications should be sent via this platform.
Please ensure you send your Resume + Cover letter explaining why you are a good fit for the role.

Only successful applicants and those that CONFIRM their ability to work in Boracay will receive a response.

We look forward to welcoming a new member to our growing team!