Executive Assistant

20 hours ago

Santa Rosa, Philippines Careers at My Online Staff Full time

Executive Assistant (Morning shift/Work from Home)

Join Our Team: Permanent Work-from-Home Opportunity

My Online Staff is excited to offer a Permanent work-from-home position with an Australian morning shift , allowing you to enjoy your evenings. Join our non-toxic culture where your well-being is our priority.

The ideal candidate will provide top-level assistance for high-level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. They should also be able to draft documents and help the executive with any necessary meeting preparations.

What you’ll do

  • Calendar, Time & Meeting Operations (Core)
  • Own complex diary management across time zones; anticipate conflicts, propose options, and build buffer/transition time.
  • Gatekeep and prioritize meeting requests based on strategic value and urgency.
  • Prepare meeting agendas, capture minutes, and drive action‑item follow‑through with clear owners and deadlines.
  • Maintain the Executive’s priority to‑do list; proactively surface next actions, dependencies, and blockers.
  • Communication & Documentation
  • Draft, polish, and format documents, board packs, decks, briefs, and reports using advanced Word, PowerPoint, and Excel (pivot tables, lookups, charts, templates).
  • Create clear recap emails and decision logs to keep stakeholders aligned.
  • Travel & Logistics (Whole Team)
  • Plan end‑to‑end domestic/international travel for the entire team : flights, hotels, ground transport, visas, itineraries, and contingency plans.
  • Optimize travel cost, time, and convenience; manage last‑minute changes without drama.
  • Project & Stakeholder Coordination
  • Track cross‑functional projects, timelines, risks, and milestones; keep owners accountable.
  • Build strong relationships with internal/external stakeholders; act as a trusted point of contact for the Executive.
  • (Highly Favoured) Value‑Add Capabilities
  • Marketing/Social/Design: Create or coordinate on‑brand social posts, simple graphics, event materials, and internal comms.
  • Project Management: Run light PM for exec initiatives (plans, RAID logs, dashboards).
  • HR Support & Admin: Assist with hiring logistics, onboarding schedules, org charts, training/coaching logistics, and confidential file management.

Must‑have skills & experience

  • Proven success as an Executive Assistant, Chief of Staff Assistant, or similar in a high‑paced environment where the leader’s time is scarce.
  • Expert Diary & Time Management , Minutes & Action Management , To‑Do List Management , and Travel Management (team‑wide).
  • Advanced Microsoft Office : Word (styles, TOCs, mail merge), PowerPoint (master slides, storytelling), Excel (pivot tables, lookups, data cleanup, charts).
  • Exceptional written and verbal communication; concise, diplomatic, and discreet.
  • High ownership, judgment, and follow‑through; able to anticipate needs several steps ahead.
  • Comfort with modern productivity stacks (e.g., Outlook/Google Workspace, Teams/Zoom, Slack, Asana/Trello/ClickUp, expense or travel tools).

Application note: If you believe you’re a great fit for this role, please apply through the standard process. We look forward to your application.

Seniority level

  • Mid-Senior level

Employment type

  • Full-time

Job function

  • Administrative, Human Resources, and Marketing
  • Industries: Business Consulting and Services and IT Services and IT Consulting
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