Executive Assistant
Job Overview
We are looking for an exceptionally organized and proactive Executive Assistant to provide high-level support to our Chief Executive Officer. This is a fully remote role based in Manila, ideal for someone who thrives behind the scenes and takes genuine pride in keeping an executive focused, informed, and running on time.
You will own the inbox, manage the calendar, surface what matters, and make sure nothing falls through the cracks. This is a role for someone who gets things done without being asked twice.
What You'll Do
Inbox Management
Own and manage the CEO's email inbox end-to-end, including triaging, flagging, drafting responses, and ensuring timely follow-through
Develop and maintain a clear system for prioritization, folders, and follow-up tracking
Act as a trusted gatekeeper, filtering noise while ensuring critical communications reach the right people
Priority Task Management and Organization
Track and manage the CEO's to-do lists, action items, and outstanding deliverables across multiple workstreams
Proactively follow up with internal stakeholders on behalf of the CEO to drive tasks to completion
Anticipate needs before they arise and flag potential bottlenecks early
Calendar Scheduling
Manage the CEO's calendar with precision, including scheduling meetings, resolving conflicts, and protecting focused work time
Coordinate internally and externally to arrange calls, interviews, and recurring meetings
Prepare the CEO ahead of each day with a clear view of priorities and context
Expense Management
Track, compile, and submit expense reports on behalf of the CEO in an accurate and timely manner
Reconcile receipts and corporate card statements, flagging discrepancies for review
Liaise with finance or the outsourcing partner on reimbursements and expense approvals
Maintain organized records of all expense documentation for audit and reporting purposes
PowerPoint and Project Support
Create, format, and refine PowerPoint presentations for executive meetings, client engagements, and internal communications, ensuring a polished and professional output
Support the CEO on ad hoc projects by coordinating tasks, tracking progress, and following up with stakeholders to keep deliverables on schedule
Conduct research and compile briefing materials or summaries to support project work and decision-making
Assist in preparing agendas, status updates, and project documentation as required
Meeting Support and Note Taking
Attend key meetings to capture accurate, structured notes and action items
Distribute meeting summaries promptly, ensuring owners and deadlines are clearly assigned
Maintain a log of decisions and follow-ups across ongoing initiatives
Who You Are
8+ years of experience as an Executive Assistant, preferably supporting C-level executives in a fast-paced or international environment
Exceptionally detail-oriented with strong written and verbal English communication skills
Highly proficient in Microsoft 365 (Outlook, Teams, Word, Excel, OneNote, PowerPoint)
Comfortable working asynchronously across time zones and managing shifting priorities with calm and clarity
Discreet, trustworthy, and professional in handling sensitive and confidential information
Self-directed and self-sufficient. You do not wait to be told what needs doing; you see it and you handle it
Education and Home Office Requirements
Bachelor's degree
Reliable, high-speed internet connection (minimum 25 Mbps recommended) capable of supporting video calls and cloud-based tools
Backup internet solution (mobile data or pocket WiFi) in case of primary connection issues
Stable power supply or backup power source (UPS or generator) to manage brownouts and power interruptions
A dedicated, quiet, and professional home workspace free from distractions during working hours
Nice to Have
Experience supporting executives in a US, UK, or Australian company from the Philippines
Experience using AI and productivity tools such as Notion AI and Claude to improve output quality and efficiency
Working Hours
This role operates primarily on US Eastern Time (EST/EDT), covering a 9:00 AM to 5:00 PM ET shift. For Manila-based candidates, this corresponds to 9:00 PM to 5:00 AM PHT. Please note that the CEO travels internationally, so working hours may occasionally shift to accommodate different time zones. Flexibility is important, and you should be comfortable adapting your schedule when needed.