Executive Assistant

Position Type: Full Time

Location: Philippines (Remote)

Schedule: Monday to Friday, 9:00 AM to 6:00 PM CET

Salary Range: P65,000 - P80,000 (negotiable)

About the Company

Our client is a global retailer specializing in spare parts sales for medical equipment. Since 2019, they have been supporting healthcare professionals worldwide by providing fast, reliable access to high-quality, regulation-compliant components. Known for their exceptional customer service, competitive pricing, and efficient logistics, they are committed to delivering a seamless experience for both B2B customers and team members.

This is a very small company, which makes it a unique opportunity to help shape the business from the ground up. It's the kind of environment where some people really thrive, especially those who enjoy working closely with others, taking initiative, and making a meaningful impact from day one.

About the Role

As an Executive Assistant, you will play a critical role in ensuring the smooth and efficient functioning of the company's daily operations. Working directly with the founder, you will provide a blend of executive and operational support while helping streamline processes and enhance overall business performance.

This role goes beyond traditional administrative work. You will not only manage calendars, communications, and operational workflows, but also take an active role in identifying opportunities to improve, systemize, and automate recurring processes. The company is looking for someone who can think beyond manual execution and help build smarter, more scalable ways of working.

A key part of this role is leveraging modern tools, including AI and automation platforms, to reduce repetitive work, improve accuracy, and increase efficiency across the business. You will be expected to proactively identify areas where automation can be applied and take ownership of implementing solutions.

You will also support light finance-related administrative tasks. A finance or accounting background is not required, as these tasks are administrative in nature and can be learned on the job. What matters most is precision, strong systems thinking, and the ability to work in a structured and detail-oriented way.

This is a long-term, full-time role for a professional who is looking to fully commit to one company and grow with it over time.

Responsibilities

Executive & Administrative Assistance

• Build and maintain a central company knowledge database (SOPs, documentation, playbooks) — ensure it stays continuously updated
• Take over and execute recurring operational tasks and processes currently handled by the CEO (including logistics and others)
• Shadow the CEO to learn workflows, anticipate needs, and proactively take over responsibilities over time
• Calendar ownership — structure, protect, and optimize the CEO's schedule (including strategic prioritization and focus protection)
• Inbox management — filtering, prioritizing, drafting, and escalating only what truly requires CEO attention
• Provide personal assistance where needed to improve CEO efficiency and mental bandwidth — including tasks such as holiday planning, gift sourcing, sending cards, and other business or personal support as needed
• Lead and support research, preparation, and execution of strategic or operational projects

Process Improvement, Systems, and Automation

• Identify repetitive, manual workflows and proactively propose and implement automation solutions
• Leverage AI tools and modern software to improve efficiency, accuracy, and scalability of business processes
• Build and maintain structured systems using tools such as Notion or similar platforms
• Continuously evaluate and improve existing processes to reduce inefficiencies and manual workload
• Support the business in adopting and maximizing the use of new tools and technologies

Financial Administration

• Check payments daily and maintain accurate financial records.
• Place incoming invoices in the correct folders and manage invoice workflows.
• Prepare payments in the bank for delivered orders (after verifying correctness).
• Add accepted additional costs and fees on supplier invoices into ERP to reflect accurate margins.
• Park and resolve incorrect invoices by communicating with suppliers.
• Collect invoices for automatic payments (e.g., shipping, customs, subscriptions) and share with bookkeeping.
• Update ERP with shipping costs to ensure 100% accurate margins per sales order.
• Send late payment reminders to customers with overdue invoices & call them where needed..
• Reconcile balances between bookkeeping system and ERP, maintaining accurate reporting in Excel.
• Verify open credit/debit invoices and pro forma payments against ERP records.
• Chase suppliers for missing or delayed final invoices when goods are booked.
• Provide a weekly analysis report highlighting discrepancies, unusual activity, or issues requiring management's attention.

Competencies and Qualifications

Must-Have

• At least 5 years of recent and relevant experience. Proven experience with administrative, operational, and finance support roles within a commercial business, ideally one dealing with physical product sales.
• Proven experience handling B2B customer service processes (quotations, invoices, purchase/sales orders).
• Experience working with a Western CEO or executive.
• Background in a B2B environment.
• Excellent written and verbal English communication skills.
• Strong command of Microsoft Office Suite (Excel, Word, Outlook).
• Able to work autonomously, take initiative, and manage tasks without micromanagement.
• Strong ability to juggle multiple tasks in a fast-paced setting.
• Diligent in following established procedures and documentation workflows, but also able to work with very little instruction and take initiative where required.
• Quick to identify issues and propose effective solutions.
• Comfortable handling significant workloads and competing deadlines.
• Prompt and reliable in communication and task execution.
• Open to feedback, always honest, positive & can-do energy, nurturing, strong ability to follow instructions
• Bachelor's degree in a business-related field preferred.
• Experience with calendar oversight and managing scheduling conflicts.

Nice-to-Have

• Familiarity with processing invoices or reviewing financial documents.
• Basic understanding of medical technology terminology and product categories.
• Experience with the following:
• Microsoft Office Suite (Excel, Word, Outlook)
• Customer support/ticketing systems (e.g., Freshsales & Freshdesk)
• ERP systems
• Project management tools (e.g., ClickUp, Notion)
• VPN tools
• Team collaboration tools (e.g., Slack)
• AI tools (e.g., ChatGPT)
• Cloud storage (e.g., OneDrive, Dropbox)
• Shipping label platforms (e.g., SendCloud)
• Bookkeeping systems
• Some understanding of Dutch language
• Immediate availability

What We Offer

• 100% Remote Work
• 13th Month Pay
• Healthcare (HMO)
• Comprehensive Fringe Benefits package
• Paid Service Incentive Lead (SIL)
• Paid NL Holidays
• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, and then a last interview to discuss the practical test and final matters with the client. Throughout each stage, we'll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.