Executive Assistant

Salary Range: 80000 to 90000 (Currency: PHP) (Pay period: per-month-salary)

Position Overview

Responsibilities

• Update proposals, verify numbers and terms, and manage the approval process to ensure deals progress smoothly and clients are not left waiting.
• Manage complex scheduling, booking 20+ meetings per week while building a sustainable schedule for the founder that includes breaks, meals, and focus time.
• Resolve calendar conflicts by offering alternative dates or checking priorities before booking over existing engagements.
• Maintain an up-to-date overview of all ongoing projects (proposals, client deliverables, hiring, invoices) and provide daily morning briefs on what requires the founder's attention.
• Generate and send invoices, track payments, and persistently chase overdue accounts.
• Drive the hiring process by screening CVs, scheduling interviews, and preparing next steps to ensure a seamless and responsive candidate experience.
• Coordinate training sessions and retreats, managing agendas, materials, logistics, and attendee communications.
• Transform raw content from the founder into polished, professional presentation decks.
• Evaluate, recommend, and set up simple yet effective task management and scheduling tools, ensuring widespread adoption.

Essential Requirements

• At least 4 years of experience directly supporting a founder, business owner, or senior executive, taking full ownership of their calendar and tracking a wide range of tasks.
• Proven track record of driving work to completion, especially when outcomes depend on other people.
• The confidence to politely push back on senior leadership regarding their time, deadlines, or pending items without needing to be prompted.
• Excellent written English, ensuring clear, concise, and accurate communication on the first pass.
• Sound judgment in managing calendars across US time zones, effectively protecting focus time, spotting overloads, and knowing when to act independently versus when to ask first.
• Strong proficiency in Google Workspace and a solid working knowledge of Microsoft Office.
• Hands-on experience configuring and managing task or project tools (e.g., Monday.com, ClickUp, Asana, Notion, Trello), ideally having set up these systems yourself.
• Ability to seamlessly turn raw content into finished, professional presentation decks.
• Experience utilizing AI tools effectively, with the strong judgment to thoroughly review and verify all outputs before distribution.
• Availability during the client's US business hours, supported by a reliable internet connection and a solid backup plan for outages.

Preferred Qualifications

• Experience supporting a consulting, professional services, or agency business.
• Familiarity with proposals, invoicing, and payment follow-ups within a small business environment.
• Background in recruitment coordination or HR administration.
• Hands-on experience managing a CRM or sales pipeline tracker.
• Proficiency with scheduling tools (e.g., Calendar Bridge, Reclaim) and automation platforms (e.g., Zapier).
• Formal project management training or certifications.

More Information

• We have a company culture that focuses on the well-being of its team members, with a good work life balance and respectful work environment.
• Equipment provided
• HMO + 13th month pay 
• Shift: US Central Time, 8:00 AM – 5:00 PM (Philippine Time: 9:00 PM – 6:00 AM)  
• Working Days: Monday to Friday