Executive Assistant (Day Shift) | Remote

Things to know before applying:

• You must have your own work equipment
• You are able to work remotely
• You can work full-time for this role under independent contractor arrangement
• Experience working with clients/companies outside PH is an advantage
• Only candidates who meet the requirements will be contacted
• You can start ASAP

Job Description:

We are seeking a proactive and organised Executive Assistant with proven experience in senior-level support to provide high-level support to a senior executive at an accounting firm. We need someone who takes ownership, uses sound judgement, and follows through without being asked twice.

We are not looking for someone who reads emails and waits. The right person will take initiative, draft responses, manage follow-ups, and keep the executive's world running smoothly without needing constant guidance.

Key Responsibilities:

Diary and Calendar Management

• Manage and maintain the executive's diary, including scheduling meetings, resolving conflicts, and prioritising commitments

Inbox and Correspondence Management

• Monitor and manage the executive's email inbox, including drafting responses, actioning items, and escalating where necessary
• Prepare correspondence, communications, and follow-ups on behalf of the executive

Task Coordination and Follow-through

• Coordinate tasks and to-do lists, tracking progress and making sure nothing falls through the cracks
• Anticipate needs and act ahead of them, rather than waiting for direction

Stakeholder Liaison

• Liaise with internal and external stakeholders in a professional and timely manner

Qualifications:

• Demonstrated experience as an Executive Assistant or in a similar senior support role
• Strong written communication skills, including the ability to draft a polished email independently
• A proactive mindset: you see what needs to be done and you do it
• Excellent organisational skills and attention to detail
• Discretion and professionalism when handling confidential information
• Ability to manage competing priorities in a fast-moving environment

Tech Stack requirements:

• Email and calendar: Microsoft Outlook / Microsoft 365 or Google Workspace (Gmail, Google Calendar)
• Task and to-do management: tools such as Microsoft To Do, Planner, Asana, Trello or similar
• Documents and correspondence: Microsoft Word / Google Docs
• Communication: Microsoft Teams, Zoom or similar video conferencing tools

Hiring Process:

• Phone screening
• Behavioral Interview
• Client interview

About Adaca:

Adaca was founded in 2015 to assist Australian companies in their software development initiatives. Over the past 10 years, we have successfully built and scaled a distributed team across Australia and the Philippines to over 100 staff. Now, we are entering a whole new era of artificial intelligence. Our authentic, values-led approach has allowed us to attract and retain magnificent people. Adaca operates a high-performance core team with a network of customer-facing people who have catalysed our growth. This emphasises the value that each individual holds in influencing the growth of the business.