Executive Assistant

SmartScale360 is a Vermont, USA-based outsourcing and staffing agency, providing top-tier remote talent to support businesses across North America. With over 20 years of outsourcing expertise, we help clients optimize operations, reduce labor costs, and scale efficiently. We are seeking a highly organized and proactive Executive Assistant to provide personalized support to the President/VP of the company. This role requires someone with strong organizational and administrative skills who can balance both executive-level responsibilities and personal assistant duties , ensuring that daily operations and personal matters are seamlessly managed. Key Responsibilities: Executive & Personal Support Provide comprehensive administrative assistance to the President/VP, including calendar scheduling, travel arrangements, meeting coordination, and task management . Attend and sit in on meetings to record minutes, track follow-ups, and ensure deadlines are met. Liaise and coordinate with EAs of other owners, executives, and board members to align schedules and communications. Act as a personal assistant , handling personal tasks and responsibilities to free up executive bandwidth. Assist in monitoring litigation, contracts, and administrative matters , ensuring deadlines and compliance are tracked. Prepare, organize, and maintain documents, reports, and presentations. Manage sensitive and confidential information with the highest level of discretion. Communication & Coordination Draft, edit, and proofread professional correspondence and documents on behalf of the President/VP. Serve as a point of contact between the executive and internal/external stakeholders. Follow up on pending tasks and ensure smooth communication flow across departments and partners. Anticipate the needs of the President/VP and proactively provide solutions. Qualifications Bachelor’s degree in Business Administration, Management, Communications, or related field (preferred). 3+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Coordinator (with US-based executive support experience preferred). Strong background in executive-level administrative support and personal assistance. Experience in legal/administrative tasks such as monitoring litigation, contracts, or handling sensitive documentation is an advantage. Exceptional English communication skills (written and verbal) with a polished and professional demeanor. Strong organizational skills and extreme attention to detail — able to deliver accurate, error-free work. Proactive, resourceful, and adaptable personality, capable of anticipating needs and solving problems independently. Proficiency in Google Workspace, MS Office, and project management tools . Ability to multitask, manage competing priorities, and maintain composure in a fast-paced environment. Base Salary: ₱50,000 monthly (with potential up to ₱70,000+ based on experience and performance). Location: Remote (Philippines-based applicants only). Paid Time Off (PTO), sick leave, and vacation leave as per company policy. Opportunity to grow into higher-level support or operations roles within SmartScale360. Collaborative, supportive remote work environment. Job Details Seniority level: Mid-Senior level Employment type: Full-time Job function: Administrative Industry: Outsourcing and Offshoring Consulting Why Join SmartScale360? This is more than a standard assistant role. At SmartScale360, you’ll be working hand-in-hand with executive leadership, supporting both professional and personal matters , and ensuring seamless operations at the highest level. If you thrive in organization, discretion, and proactive problem-solving , this is the perfect role to elevate your career. Follow us: SmartScale360 Careers (Facebook) Apply today and grow your career as an Executive/Personal Assistant with SmartScale360 #J-18808-Ljbffr