Position Type: Full Time
Location: Philippines (Remote)
Schedule: Monday - Friday, 7am-4pm Pacific Time (10pm-7am Philippine Time)
About the Company
Our client's culture is built on the belief that their people are the heart of their success. They are passionate about creating an environment where everyone feels valued, supported, and excited to grow. The CEO is looking for an Executive Assistant to join her team and help build a world-class culture by attracting the best talent and supporting their people in meaningful ways. Their team has two team members that have been with the founder for over thirteen years. Multiple others are nearing the six-year mark.
What They Do
They are a concierge accounting firm serving the home service and trades industry. Their referrals are all word of mouth, they have a client waiting list for onboarding. This is their sixth-year, and they have nearly every client they started the business with. They do things differently. It's all about relationships and serving with excellence. They build and create solutions for their clients to have a better experience with their data and accounting. They also source talent directly to their US clients.
About the Role
They are seeking a highly organized, proactive, and resourceful Executive Assistant to support the CEO and leadership team in both administrative and operational functions. This role is ideal for someone who thrives in a dynamic environment, loves problem-solving, and is eager to play a key role in the efficiency and growth of the company. You will manage day-to-day executive support tasks while also diving into cross-functional projects, internal processes, CRM systems, and business operations. You will be trusted with sensitive information and expected to be a key force in keeping the company running smoothly behind the scenes.
Responsibilities
1. Executive Support
- Serve as a strategic partner to the CEO in all aspects of daily operations, communications, and schedule management.
- Manage complex calendars, travel logistics, and high-level meetings with speed, accuracy, and confidentiality across multiple time zones.
- Inbox Management: Maintain a clear, organized inbox with all messages reviewed, prioritized, and actioned daily aiming for Inbox Zero by end of day. This includes drafting, reviewing, and sending internal and external communications on behalf of the CEO.
- Act as a gatekeeper and liaison between the CEO and key stakeholders, including clients, and internal teams.
- Prepare briefing materials, executive summaries, presentations, and confidential correspondence. An eye for aesthetically pleasing materials.
- Manage, track and drive key initiatives and ensure the CEO's time is aligned with strategic priorities.
- Handle confidential and time-sensitive information with the utmost integrity.
- Support special projects as needed, often with little direction and tight deadlines.
2. Operations Support
- Assist with operational planning, reporting, and execution of special initiatives
- Utilize and manage tools like ClickUp, GoHighLevel, and TimeDoctor to streamline workflows, monitor KPIs, and improve team productivity.
- Collaborate with HR, Finance, Sales, Recruitment, Accounting and other departments to support smooth day-to-day operations.
- Create and maintain standard operating procedures (SOPs) and internal documentation.
- Support onboarding of new team members, managing internal logistics and tools setup.
- Monitor project timelines and help coordinate between departments to keep initiatives on track.
3. Internal Calibration & Culture
Organize team meetings, all-hands, offsites, and leadership retreats.
Maintain knowledge systems, shared files, and document workflows.
Help build and reinforce a culture of accountability, transparency, collaboration & excellence.
Competencies and Qualifications
- Minimum 5+ years of experience supporting C-suite executives in a high-intensity environment.
- Exceptional communication skillsclear, persuasive, warmth and tactful - written and verbal. One who leads with professionalism.
- Impeccable organizational skills and multitasking skills; the ability to juggle competing demands.
- Experience supporting senior leaders or executives in a fast-paced, growing environment.
- Strong project management capabilities, with hands-on experience using platforms like ClickUp or equivalents.
- Tech savvy - familiarity with CRM & Project Management tools
- AI savvy - the willingness to leverage technology for increased productivity.
- Comfortable with modern tools: Skilled in Google Workspace and other productivity, project management, and communication platforms with the ability to quickly learn and integrate new technologies into daily operations.
- A calm, unflappable demeanor under pressure.
- The instinct to anticipate, act, and adapt in a fast-evolving environment.
- A sharp eye for detail, and a stronger sense of loyalty and discretion.
- Ability to manage sensitive information with discretion and professionalism.
- Self-starter who takes initiative and thrives in a role with both structure and autonomy.
Why This Role is Unique
Work alongside a powerful, kind, influential CEO who strives to bring impact. You won't just be managing a calendaryou'll be helping run the business. You'll be exposed to strategic decision-making, work closely with leadership, and play a key role in shaping internal systems.
If you're someone who likes being two steps ahead, making things run smoother, and turning chaos into clarity, this is your role.
Why You'll Love Working Here
- Supportive Team: Join a team that values collaboration and celebrates achievements.
- Career Growth: Opportunities for professional development and advancement.
- Loyalty: Team members who worked with the founder in a prior company have followed. Two have over 13 years with the founder. Generous opportunities for personal and professional development without the corporate garbage that steals your soul.
- Health & Wellness Benefits: We care about your well-being and provide resources to keep you at your best.
- Flexible Work Environment: Enjoy a balanced work-life work from home.
What We Offer
- 80-120 Hours of PTO
- 7- Paid Holidays
- 13th Month Payroll
- Paid Philippine HMO plan
- Paid Social Security System
- Paid Philippine Health
- Advancement after Proof of Mastery
- Performance Goals with advancement compensation
Confidentiality and trust are paramount. Only highly qualified candidates will be contacted. If you're ready to operate at the top of your game and elevate the impact of a leader making waves, we want to hear from you. We can't wait to meet you and discover the value you'll bring to our team! If this sounds like a role you're excited about, apply now and help us continue building a workplace we all love.
