Executive Assistant

Position : Executive Assistant

Work Hours (Client) : Monday to Friday, 40 hours per week (Early morning start at 6:00 AM Pacific Time)

Pay Range : $1,000 - $2,000/ month (varies based on skill set and experience level)

Location of Search : Philippines

Work Location : Remote

Company Overview

Our client is a globally recognized fitness brand with a community of thousands of affiliated gyms around the world.

Beyond its global gym network, the company offers coach education and certification programs, international fitness competitions, workout content, and branded apparel and gear. To support its CEO in leading a fast-moving, global organization, the company is hiring a dedicated Executive Assistant.

Role Overview

We are seeking an Executive Assistant to provide high-level support primarily to the CEO, keeping their schedule, meetings, and priorities organized in a fast-changing environment.

This individual will own the CEO's calendar, take notes during board meetings, plan executive offsites, and handle a wide range of day-to-day administrative and personal tasks. The role starts early each morning at 6:00 AM Pacific Time and calls for someone who can adjust quickly when plans change at the last minute.

The ideal candidate is a highly organized, tech-savvy, and flexible executive assistant with 2-5 years of experience. They are comfortable with modern apps and technology, thrive in a constantly changing environment, and take pride in making the CEO's day run smoothly.

Duties And Responsibilities

Calendar & Schedule Management

• Own and manage the CEO's calendar, including meetings, calls, travel, and personal commitments.
• Schedule and coordinate meetings with internal teams, board members, partners, and external contacts.
• Prioritize competing requests and protect time for the CEO's most important work.
• Adjust schedules quickly when last-minute changes come up.
• Prepare the CEO for each day with clear agendas and reminders.
  
  

Board & Executive Meeting Support

• Take accurate, organized notes during board meetings.
• Prepare and distribute meeting agendas, materials, and follow-up action items.
• Track decisions and action items and follow up to make sure they are completed.
• Handle sensitive and confidential information with discretion.
  
  

Executive Offsite & Event Planning

• Plan and coordinate executive offsites from start to finish.
• Manage venues, travel, lodging, meals, agendas, and logistics.
• Coordinate with attendees and vendors to make sure every detail is handled.
• Adapt plans quickly when circumstances change.
  
  

Tech & Personal Support

• Use modern apps and services, such as DoorDash and Instacart, to handle tasks and requests for the CEO.
• Support the CEO's work with technology, including testing and giving feedback on apps and tools.
• Book travel, manage reservations, and handle personal errands as needed.
• Find smart, efficient ways to use technology to save the CEO time.
  
  

Communication & Administrative Support

• Manage and prioritize the CEO's email and communications as needed.
• Draft correspondence, documents, and follow-up messages.
• Serve as a professional point of contact between the CEO and internal and external stakeholders.
• Keep files, notes, and records organized and easy to access.
  
  

Minimum Qualifications

Experience: 2-5 years of experience as an Executive Assistant, ideally supporting a CEO or senior executive.

• Proven experience managing complex calendars with frequent changes.
• Experience taking board or executive meeting notes and tracking action items.
• Experience planning executive offsites, events, or travel.
• Tech-savvy, with strong proficiency in modern apps and digital tools, including consumer apps such as DoorDash and Instacart.
• Flexible and adaptable, with the ability to thrive in a constantly changing environment.
• Excellent written and spoken English communication skills.
• Highly organized, detail-oriented, and proactive.
• Discreet and trustworthy with confidential information.
• Reliable high-speed internet connection and a quiet, dedicated remote workspace.
• Availability to work 40 hours per week, Monday-Friday, starting at 6:00 AM Pacific Time.
  
  

Preferred Qualifications

• Experience supporting a CEO at a fast-growing or global company.
• Experience supporting board meetings and working with board members.
• Experience in fitness, wellness, consumer brands, or technology.
• Experience with AI tools and productivity apps.
• A personal interest in fitness or healthy living.
  
  

Technology & Tools

Candidates Should Be Comfortable Working With Or Quickly Learning

• Google Workspace / Microsoft Office
• Calendar and scheduling tools (Google Calendar, Outlook)
• Video conferencing tools (Zoom, Google Meet, Microsoft Teams)
• Consumer apps such as DoorDash and Instacart
• Travel booking platforms
• Note-taking and project management tools
• AI and productivity tools
• Speed and smoothness in handling last-minute schedule changes.
• Quality and timeliness of board meeting notes and follow-ups.
• Successful planning and execution of executive offsites.
• Responsiveness to the CEO's requests.
• CEO satisfaction with the support provided.
• Discretion and accuracy in handling confidential information.