LOOKING FOR STELLAR TOP CANDIDATES
Position: Executive Assistant
Working Hours: Full-Time │Mon - Fri 9:00 am - 5:00 pm EST
Search Location: Philippines (Primary) │South Africa (secondary)
Salary: 1400-2200 (Philippines)
: 1800-2200 (South Africa)
: The Final Salary Offer depends on the client's decision, interview results, and experience
About The Client
Our client offers a premier collection of luxury beachfront and coastal condominium rentals along Florida's Gulf Coast. The company is focused on delivering high-quality vacation rental experiences while maintaining strong operational and financial organization behind the scenes.
They are looking for a highly organized and detail-oriented Executive Assistant to provide dedicated personal and executive-level administrative support, helping manage important financial, household, scheduling, and recurring administrative responsibilities.
About The Role
The Executive Assistant will serve as a trusted administrative partner responsible for keeping personal and executive matters organized, documented, and moving forward.
The role will have a strong focus on personal administration, including household finances, insurance renewals, budgeting, documentation, and other recurring responsibilities that require consistent follow-through and exceptional attention to detail.
The ideal candidate genuinely enjoys administrative work, is highly organized, and is comfortable handling sensitive information with discretion. They should also be proficient with modern AI tools and capable of identifying ways to use technology to make administrative processes faster, more organized, and more efficient.
Role Responsibilities
Executive & Personal Administrative Support
- Provide day-to-day administrative support across personal and executive responsibilities.
- Manage recurring tasks, deadlines, reminders, and follow-ups.
- Organize personal records, documents, and important information.
- Complete forms, applications, and administrative paperwork as needed.
- Research information and service providers when requested.
- Maintain organized digital files and documentation.
- Track outstanding action items through completion.
- Assist with additional personal and business administrative projects as needed.
Household Financial Administration
- Assist with organizing and tracking household finances.
- Maintain records of recurring expenses, bills, subscriptions, and financial obligations.
- Support household budgeting and expense tracking.
- Maintain spreadsheets and reports that provide visibility into spending and upcoming obligations.
- Organize receipts, statements, invoices, and supporting financial documentation.
- Identify upcoming payments or financial deadlines requiring attention.
- Assist with basic financial administration while escalating matters requiring professional financial or accounting expertise.
Insurance & Renewal Management
- Track insurance policies, renewal dates, and other recurring personal obligations.
- Maintain organized records of insurance documents and policy information.
- Provide advance reminders regarding upcoming renewals.
- Assist with gathering information and documentation required for renewals.
- Research options or obtain information from providers when requested.
- Ensure important renewal deadlines do not fall through the cracks.
Budgeting & Expense Tracking
- Maintain personal and household budget trackers.
- Categorize and organize expenses.
- Assist with comparing actual spending against established budgets.
- Prepare simple summaries and reports as requested.
- Identify unusual expenses, upcoming costs, or missing information requiring review.
- Maintain accurate and current financial records.
Calendar & Task Management
- Maintain calendars, reminders, and important personal deadlines.
- Coordinate appointments and scheduling as needed.
- Track recurring annual, quarterly, and monthly responsibilities.
- Maintain organized task lists and prioritize items based on urgency.
- Follow up proactively on incomplete tasks.
- Ensure leadership has clear visibility into upcoming commitments and deadlines.
Document & Information Management
- Maintain a structured digital filing system for personal and executive records.
- Organize financial, insurance, household, and other important documentation.
- Complete data entry and update spreadsheets or trackers.
- Review documents for completeness and accuracy.
- Retrieve information quickly when requested.
- Maintain appropriate confidentiality when working with sensitive personal information.
AI-Enabled Executive Support
- Use AI tools to improve the efficiency of everyday administrative work.
- Leverage AI for research, drafting, summarization, organization, planning, and document preparation.
- Identify repetitive administrative processes that can be streamlined or automated.
- Use AI to help organize information and prepare executive-ready summaries.
- Maintain appropriate human review and judgment when working with AI-generated information.
- Stay comfortable learning new AI tools and workflows as administrative needs evolve.
Requirements
- 2-5 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or similar support professional.
- Experience supporting executives, business owners, or senior professionals.
- Excellent organizational, administrative, communication, and time-management skills.
- Strong attention to detail, accuracy, and follow-through.
- Ability to manage multiple priorities, recurring responsibilities, and deadlines independently.
- Experience with spreadsheets, cloud-based productivity tools, and administrative platforms.
- Strong written and verbal English communication skills.
- High level of discretion when handling confidential or sensitive information.
- Comfortable supporting financial administration, including budgeting and expense tracking.
- Proficiency with or strong interest in AI tools and AI-enabled workflows.
- Self-motivated and comfortable working independently in a remote environment.
Preferred Qualifications
- Experience managing both personal and business-related executive responsibilities.
- Experience with household financial administration, budgeting, and expense tracking.
- Experience tracking insurance policies, renewals, subscriptions, and other recurring obligations.
- Strong spreadsheet skills.
- Experience researching vendors, providers, or services.
- Familiarity with AI tools such as ChatGPT, Claude, Gemini, or similar platforms.
- Experience creating or improving administrative systems and processes.
- Familiarity with Microsoft Excel, Google Sheets, Google Docs, Google Drive, Google Calendar, Google Workspace, and cloud-based document, calendar, and task management tools.
- Experience using online financial and administrative portals.
Ideal Candidate Profile
- Hyper-organized and naturally enjoys creating order from scattered information and responsibilities.
- Detail-oriented enough to catch small errors and upcoming deadlines before they become problems.
- Someone who genuinely enjoys administrative work rather than viewing it as a stepping stone to another function.
- Highly trustworthy and discreet when working with financial and personal information.
- Proactive enough to anticipate upcoming renewals, payments, deadlines, and administrative needs.
- Technology-forward and comfortable using AI to improve productivity.
- Strong follow-through and does not need repeated reminders to complete assignments.
- Resourceful researcher who can independently gather information and present organized options.
- Comfortable balancing recurring responsibilities with unexpected requests.
- Reliable, responsive, and capable of operating independently.
NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.
Please Note
→ We are looking for candidates based in the Philippines (Primary), and South Africa (Secondary)
→ Please note that we process only one active application at a time—if you've applied for multiple roles, kindly direct any updates to the team handling your first application.
→ To start processing, submit your resume in English.
→ The final offer will be at the client's discretion and will depend on your interview performance, skills, and experience.
