Executive Assistant to the Business Owner

**PLEASE CAREFULLY READ ALL THE DETAILS BEFORE APPLYING***

OB TITLE: Executive Assistant to the Business Owner

RATE: Php 267.86 per hour

Work Type:

• Remote/WFH
• Part time to start and transition to Full-Time eventually (25 to 30hrsper week)

Working Hours : TBD (UsuallyUS Hours/Night shift)

Start Date: ASAP

Reports To: Business Owner

JOB OVERVIEW:

The Executive Assistant (EA) is a highly organized, proactive, and coachable professional who will serve as the primary administrative and operational support to the Business Owner of a fast-growing staffing and job-placement agency. This role is responsible for managing all administrative office tasks, owning the business owner's calendar, and ensuring seamless daily operations to free the owner to focus on high-value revenue-generating activities, new account acquisition, and strategic growth initiatives.

The ideal candidate has 35 years of executive-level support experience, thrives in a fast-paced environment, anticipates needs before they arise, and can help create structure, efficiency, and accountability across the staffing team. This position is key to the company's expansion and plays a central role in enabling the owner and the agency to take massive action toward increasing sales and achieving business goals.

JOB ROLE & RESPONSIBILITIES:

Key Responsibilities:

1. Executive Support & Calendar Ownership (Primary Focus)

• Manage and optimize the business owner's daily calendar, ensuring all time is aligned with priorities and revenue-generating activities.
• Proactively schedule appointments, calls, site visits, interviews, client meetings, and travel.
• Serve as a gatekeeper for the owner's time screening requests, prioritizing demands, and eliminating unnecessary administrative burdens.
• Anticipate scheduling conflicts and adjust proactively to maintain productivity and flow.
• Prepare the owner daily with agendas, briefing notes, and follow-up reminders.

2. Administrative Office Management

• Oversee day-to-day office operations including correspondence, document management, filing systems, and office organization.
• Draft, proofread, and manage all internal and external communications, including client messages, proposals, onboarding documents, and candidate communications.
• Maintain accurate digital records, applicant data, compliance files, and company documentation.
• Manage email inboxes and ensure high-priority messages are addressed promptly.
• Prepare reports, presentations, and documents for sales meetings, owner updates, and team strategy sessions.

3. Operational & Staffing Support

• Coordinate candidate interviews, orientations, onboarding, and placement activity with the staffing team.
• Support the flow of job orders, candidate submissions, and client follow-ups to speed up placement cycles.
• Track daily, weekly, and monthly KPIs, including job order volume, placements, and new account activity.
• Assist with vendor relationships, agency partnerships, and compliance documentation.
• Maintain organized workflows that support recruiter productivity and accountability.

4. Sales Support & Revenue-Generating Efficiency

• Support the business owner in preparing for sales presentations, client meetings, networking events, and partnership opportunities.
• Conduct light market research and compile potential client lists or industry contacts as requested.
• Create follow-up tasks and ensure commitments from sales meetings are completed on time.
• Eliminate low-value tasks from the owner's workload to ensure focus remains on growth, expansion, and income-producing priorities.

5. Anticipation, Initiative & Strategic Alignment

• Take initiative to identify inefficiencies, propose solutions, and implement improvements without being asked.
• Anticipate needs such as materials, information, scheduling shifts, staffing bottlenecks, and client deadlines.
• Maintain a pulse on the business owner's preferences, communication style, and work rhythm to support them at a high level.
• Ensure the executive is always prepared, informed, and positioned to succeed each day.

JOB REQUIREMENTS:

Qualifications:

• 35 years of Executive Assistant or high-level administrative support experience (required).
• Experience in staffing, HR, recruiting, or employment services preferred but not required.
• Strong organizational skills with the ability to prioritize and manage multiple tasks at once.
• Highly coachable with a willingness to learn, adapt, and grow with the business.
• Excellent communication skills professional, confident, and client-facing.
• Strong calendar management experience supporting executives or business owners.
• Proficiency in office software: Microsoft Office, Google Workspace, CRM/ATS systems (Bullhorn, Workday, etc. preferred).
• Ability to anticipate needs, think strategically, and act with minimal direction.
• High emotional intelligence and the ability to work with diverse personalities.
• Strong sense of confidentiality, discretion, and professionalism.
• Resourceful problem-solver with a proactive mindset.
• Able to thrive in a fast-paced environment with shifting priorities.

Core Competencies:

• Proactive & Anticipatory Thinking: Sees what needs to be done before it becomes a problem.
• Coachability: Open to direction, training, feedback, and continuous improvement.
• Operational Excellence: Keeps workflows streamlined, organized, and efficient.
• Time Management Mastery: Protects and optimizes the business owner's time.
• Sales Support Orientation: Understands that the role directly supports revenue growth.
• Confidentiality & Professionalism: Maintains trust at all times.

Success Indicators (First 90 Days)

• The business owner's calendar is fully owned, optimized, and protected from clutter.
• Administrative tasks run smoothly with minimal owner involvement.
• The office becomes more structured, efficient, and organized.
• Staffing team experiences improved communication and workflow.
• The owner has significantly more time for sales, client acquisition, and strategic growth.
• KPIs, follow-ups, and commitments are consistently tracked and completed.
• The executive assistant anticipates the owner's needs without being asked.

Work Environment & Growth Path

This role offers significant exposure to company leadership and direct involvement in strategic company growth. As the agency expands, the Executive Assistant will have opportunities to grow with the company.