Job Description:
ROLE SUMMARY
We are seeking a highly effective Virtual Executive Assistant / Executive Assistant to support senior leadership (C-Suite). This role requires deep experience partnering with executives, expert-level calendar and inbox management, strong written communication, impeccable follow-through, and high discretion. You will anticipate needs, protect executive time, and keep priorities moving with minimal direction.
KEY RESPONSIBILITIES
EXECUTIVE SUPPORT:
- Manage complex, frequently changing calendars (multi-time-zone scheduling, agenda planning, conflict resolution, buffers, travel time, priority-setting)
- Own inbox management: triage, draft responses, flag urgent items, follow up for missing info, and maintain response SLAs
- Prepare daily/weekly executive briefs: upcoming meetings, priorities, action items, and risks
- Track deliverables and commitments across stakeholders; ensure timely follow-through and closure
MEETINGS & COMMUNICATION:
- Schedule internal/external meetings, send agendas, confirm attendees, and manage reminders
- Capture notes and action items; distribute recaps and manage follow-ups
- Draft polished executive communications (emails, messages, meeting updates) in a professional voice
- Coordinate with internal leaders and external partners with confidence and diplomacy
ADMINISTRATIVE & OPERATIONAL SUPPORT:
- Create and maintain documents, trackers, and light reporting (Excel/Sheets)
- Support basic project coordination (timelines, task lists, status updates)
- Organize and maintain executive files and folders (SharePoint/Google Drive/OneDrive), with clean version control
- Assist with travel planning (as needed): itineraries, logistics, confirmations
- Create and maintain SOPs, checklists, and templates for recurring workflows (calendar rules, inbox triage, meeting prep, follow-ups, travel, document organization)
- Standardize and improve processes to reduce rework, increase speed, and ensure consistent execution
CONFIDENTIALITY & PROFESSIONALISM:
- Handle sensitive information with strict confidentiality and sound judgment
- Maintain a high standard of professionalism, accuracy, and discretion in all communications
REQUIRED QUALIFICATIONS:
- 3–7+ years experience as an Executive Assistant / Virtual Assistant supporting C-Suite or senior leadership
- Demonstrated mastery of calendar management (complex scheduling, multiple time zones) and email triage/drafting
- Strong written and verbal English communication with professional tone
- Proven ability to manage competing priorities, work independently, and meet deadlines consistently
- High attention to detail; strong documentation and follow-through habits
- Tech proficiency: Microsoft 365 (Outlook, Teams, Word, Excel) and/or Google Workspace (Gmail, Calendar, Docs, Sheets); comfort learning new tools quickly
PREFERRED QUALIFICATIONS:
- Experience supporting US-based executives or global teams
- Familiarity with tools such as Zoom, Slack, Asana, Trello, Monday.com, Notion, or similar
- Prior experience creating executive briefs, meeting decks, or light presentation support (PowerPoint/Slides)
- Background in professional services, consulting, AEC, or fast-paced environments
WORKING SCHEDULE:
- Primary hours: overlap with US Eastern Time (ET) for scheduling, meetings, and responsiveness
- Some early/late flexibility may be required depending on executive needs
LOCATION:
- Remote Position (Philippines)
Salary: $4-$9 per hour
