Executive Assistant

About Us

HireKayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter.

Apply through the provided application form. Only candidates who submit their application via the attached form will be considered.

Application form: https://hirekayana.ph/

About the Role

We're looking for an experienced, detail-oriented Executive Assistant to support two senior executives (a Partner and a Principal) at a US-based private equity firm, working closely with the firm's in-office EA team. The ideal candidate anticipates needs, resolves conflicts before they escalate, and holds a near-zero error rate on recurring commitments.

What You'll Do

Calendar Management

• Proactively monitor both executives calendars daily; reschedule conflicting or canceled meetings before they become day-of emergencies and confirm changes with all parties
• Coordinate across multiple calendars (other EAs and external contacts) and balance both schedules fairly with the wider EA team
• Coordinate logistics for in-person meetings at the firm's US office—rooms reserved and set up, catering when appropriate, office opened on time for early meetings

Travel Coordination

• Book and manage domestic and occasional international travel (direct flights strongly preferred)
• Arrange ground transportation in advance, timed against real-world traffic to avoid tight connections
• Monitor flights in real time and proactively propose rebooking options before being asked
• Select hotels near the meeting or dinner location and present a short list for approval, building toward booking directly
• Coordinate transportation from arrival straight to the next commitment
• Learn and consistently apply each executive's travel preferences (seat selection, loyalty numbers, TSA PreCheck/Global Entry)

Expense Management

• Book travel on a company-issued virtual card set up for this role
• Stay within the firm's expense policy while maximizing comfort and convenience, and flag any out-of-policy spend before booking
• Collect receipts, code expenses to the correct deal or cost center, and submit reports through Expensify for both executives on time

Communication & Availability

• Primary channel is Microsoft Teams; email for lower-priority items
• Handle standard requests within 20–30 minutes during business hours; treat travel disruptions as immediate/ASAP with a phone number as backup escalation
• Handle general follow-up on non-urgent items same business day

Personal & Ad Hoc Support

• Assist with select personal tasks outside standard office scope (e.g., booking an appointment or similar errands)

What We're Looking For

Non-Negotiables

• Proven high-touch executive support, ideally to multiple senior leaders at once
• Strong track record of 100% follow-through—no dropped tasks or missed confirmations
• Experience coordinating complex, frequent travel, including contingency planning for delays
• Comfortable handling sensitive financial information within a defined expense policy
• Proficiency with Microsoft Teams and standard scheduling and calendar tools
• Excellent written and verbal English communication
• Able to work independently, exercise sound judgment, and escalate appropriately
• Comfortable with AI-assisted tools and workflows, subject to the firm's data-security requirements
• Strong interpersonal and diplomatic skills, even-keeled under pressure, and a team player across the EA team

Preferred Qualifications

• Prior experience supporting executives in finance, private equity, or professional services