Executive Assistant

4 weeks ago

Caloocan, Philippines DOXA Talent Full time
Opportunity Details

Full Time Executive Assistant - Marketing Specialist

Our client is looking for a sharp, tech-savvy, mission-driven Executive Assistant - Marketing Specialist who will serve as the backbone of daily operations. He/she will coordinate calendars, organize outreach, ensure systems are running smoothly, and utilize AI tools to maximize impact and efficiency. This role will support initiatives across high school DECA partnerships, EO/YPO chapter retreats, corporate client outreach, podcast scheduling, and logistics. He/she will also assist the executive’s wife with retreat planning logistics.

WORK SCHEDULE: Flexible Pacific Daylight Time, follows Philippine holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS:

  • Perform the following calendar and scheduling duties:
    • Manage all meetings, podcast recordings, and speaking events
    • Coordinate logistics for DECA calls, EO/YPO outreach, and corporate clients
  • Perform the following inbox and outreach support duties:
    • Draft replies, follow up with leads, and keep CRM updated
    • Assist with booking and follow-up for key partners and event leads
  • Perform the following document and platform management support duties:
    • Maintain Notion, Google Drive, ClickUp, and Kajabi folders and workflows
    • Organize SOPs and backend systems for easy delegation and team growth
  • Perform the following event coordination support duties:
    • Help manage logistics for upcoming company retreats
    • Work collaboratively with the executive’s wife and the team on details like RSVPs, timelines, and participant information
  • Perform the following social media support and content management duties:
    • Help organize quotes, photos, student stories, and podcast clips
    • Schedule posts across Instagram, Threads, YouTube, and TikTok
  • Perform the following AI-driven support duties:
    • Use AI tools (like ChatGPT, Notion AI, Canva Magic, etc.) for the following:
      • Draft messages
      • Brainstorm outreach copy
      • Summarize notes
      • Build reports and templates
      • Help the executive leverage AI for decision-making and communication

QUALIFICATIONS:

  • A Bachelor’s degree in the related field is preferred
  • Experience supporting coaches in growing their social media and marketing
  • Can demonstrate how to use AI tools to save time and improve workflows
  • Able to organize and create clarity from chaos
  • Fluent in English (spoken and written)
  • Thrives working independently and managing deadlines
  • Proactive, detail-oriented, and adaptable
  • Passionate about personal growth, mentorship, and meaningful work
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