Executive Assistant with Notion Experience

2 weeks ago

Cainta, Philippines CEO Concierge Service Inc. Full time

Job description:

At CEO Concierge , we specialize in providing exceptional virtual assistants tailored specifically for CEOs and partners. Our dedicated team of highly skilled and experienced assistants helps CEOs and partners maximize productivity, streamline workflow, and focus on strategic decision-making. Built on the principles of efficiency, professionalism, and personalized support, our brand believes every CEOs and partners deserves a reliable virtual assistant who handles administrative tasks, schedules, correspondence, and organizational challenges. By outsourcing these responsibilities to us, CEOs and partners can concentrate on driving growth and innovation. Our top-notch virtual assistants understand the unique needs and pressures faced by CEOs and partners.

Key Responsibilities:

  • Capture and organize tasks from multiple sources (Teams, Superhuman, handwritten notes) into a structured system, primarily using Notion .

  • Build and maintain a Notion workspace for task management, project tracking, and ongoing work lanes.

  • Classify and prioritize between Tasks (single actions), Projects (multi-step outcomes), and Lanes (ongoing areas of ownership).

  • Tag all items with statuses: Now, Next, Waiting, Someday to ensure clarity and focus.

  • Provide concise, outcome-based reports highlighting completed, pending, blocked, and upcoming priorities.

  • Deliver real-time updates on task and project progress without requiring follow-ups.

  • Take full ownership of specific lanes of work from the outset, ensuring end-to-end responsibility.

  • Manage baseline administrative tasks including reimbursements, scheduling calls, and client onboarding.

  • Apply independent judgment, strategic thinking, and proactive problem-solving to projects and priorities.

Qualifications:

  • Proven experience as an Executive Assistant, Operations Manager, or Project Coordinator supporting executives or senior leaders.

  • Advanced proficiency in Notion (or similar tools), with the ability to create and manage customized workflows.

  • Strong organizational and prioritization skills, capable of handling complex and multi-layered tasks.

  • Excellent communication skills with the ability to provide clear, concise, and proactive updates.

  • Strategic thinker with the ability to distinguish between urgent and non-urgent priorities.

  • High level of ownership, accountability, and independence in managing responsibilities.

  • Must be amenable to work at night

  • Must be comfortable working with timetrackers

  • Must have own working equipment (computer: atleast i5 and 8GB Ram, webcamera, and noise cancelling headset)

Benefits:

  • PH Mandated Benefits

  • Night Differential

  • Paid Leaves

  • Holiday Premiums

  • Internet Allowance

  • Electricity Allowance

  • HMO

  • 13th month pay

  • Annual Performance Appraisal

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