About Us:
Outsourced.ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals.
Job Summary:
The Executive Assistant provides high-level administrative and operational support to the executive leadership team, serving as a key liaison between the US and its offshore staff. This role is responsible for managing complex calendars, coordinating meetings and travel, handling communications and donor relations, and ensuring efficient day-to-day operations. The ideal candidate is proactive, detail-oriented, and able to maintain discretion while managing multiple priorities in a fast-paced, international environment.
Key Responsibilities:
- Manage executive calendars, coordinate meetings, and oversee all related logistics, including agenda preparation, material distribution, and follow-ups.
- Arrange comprehensive travel itineraries for executives, including flights, accommodations, and ground transportation.
- Prepare and process expense reports, manage bill payments, and assist with checkbook and credit card reconciliations.
- Screen, prioritize, and respond to executive emails, phone calls, and correspondence.
- Support donor engagement activities, including outreach, scheduling, and follow-up communications.
- Maintain and update CRM systems to track donor interactions, relationships, and follow-up actions.
- Manage and organize donor and contact databases using Excel and other tracking tools.
- Create high-quality PowerPoint presentations for executive meetings, reports, and donor events.
- Attend staff meetings, take detailed notes, and ensure timely follow-up on action items.
- Coordinate agenda between staff via email, phone, and video conferencing to align on project deliverables and deadlines.
- Collect and organize key documentation such as travel records, passports, and personnel information.
- Assist with business and charitable registration processes as needed.
- Perform additional administrative tasks and special projects as assigned.
Required Qualifications:
- Minimum 2 years of experience as an Executive Assistant or in a similar administrative support role.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Exceptional organizational, time management, and prioritization skills.
- Strong written and verbal communication abilities.
- Proven ability to handle confidential information with professionalism and discretion.
- Experience managing calendars and scheduling across multiple time zones.
- High attention to detail with strong accuracy and follow-through.
- Self-motivated and capable of working independently while managing multiple priorities.
- Professional demeanor and excellent interpersonal skills.
Preferred Qualifications
- Experience with CRM systems (e.g., Salesforce, HubSpot, or similar).
- Background in nonprofit or charitable organizations.
- Experience coordinating international communications and travel.
- Advanced skills in Microsoft Excel (data tracking, reporting, donor lists).
- Experience in donor relations and fundraising support.
- Familiarity with nonprofit compliance and registration requirements.
Work Schedule
- Monday-Friday 1:00 AM 10:00 AM Manila Time
Work Location
- Home-based
- Should have a strong internet connection (minimum of 20 MBPS)
- Should have own laptop/pc (minimum of i5 8GB)
Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly. By clicking on the I'm Interested button I hereby allow Outsourced Quality Assured Services, Inc. (Outsourced) to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.
