Business Executive Assistant

Business Executive Assistant - Freelance, Remote Magic Taguig, National Capital Region, Philippines Description A U.S.-based technology company that provides secure, compliant benefits administration solutions to employers. They help organizations manage eligibility, enrollment, billing oversight, and COBRA administration through nimble, scalable SaaS platforms. The leadership team is hands-on and growth-focused, working across multiple entities and international teams. Why does this role exist? The CEO’s time is constrained by complex calendar demands, cross-entity priorities, and frequent context switching, which slows strategic execution. The company needs a strategic Executive Assistant who can own executive-level coordination, drive follow-through across operations and finance, and bring discipline to reporting and compliance cycles. This role exists to ensure the right priorities happen at the right time, with consistent accountability and clear visibility for leadership. The Impact you’ll make Executive calendar and time management Optimize and manage the CEO’s calendar across Outlook and Google for multiple business entities and personal commitments. Prioritize and protect time for board meetings, executive reviews, audits, and corporate compliance deadlines. Coordinate travel and reduce meeting conflicts; provide daily/weekly briefings and agendas. Financial and operational reporting coordination Collect, consolidate, and summarize P&L, balance sheet, and cash-flow data for leadership. Coordinate month-end close deliverables with COOs and finance; track due dates and escalation slippage. Prepare concise financial briefings and action items for executive decisions. Strategic project and follow-through ownership Track initiatives and action items across divisions; maintain roadmaps and timelines. Drive accountability with COOs and owners; flag blockers early and propose next steps. Maintain a single source of truth for priorities, status, and risks. Stakeholder and meeting orchestration Prepare executive meeting materials, board packets, and briefing notes. Run logistics for executive and cross-division meetings; liaise with the India subsidiary and product/engineering leads. Ensure vendors/contractors and internal teams meet billing/reporting deadlines; follow up until completion. Communication and information flow Draft executive memos and summaries for C‑level audiences and cross-functional teams. Standardize templates for agendas, minutes, and KPI updates to streamline reviews. Coordinate across Microsoft Teams, Slack, WhatsApp, SMS, and email to keep decisions moving. Skills, Knowledge and Expertise Degree in business, finance, or related field (MBA preferred) OR equivalent executive-level experience. Several years supporting a CEO or founder as a strategic Executive Assistant (not purely administrative). Demonstrated ability to read, summarize, and present P&L, balance sheet, and cash-flow statements. Proven program/project management experience coordinating across multiple teams/divisions. Proficiency with Outlook, Google Workspace (including Calendar), Google Meet/Zoom; fluent in Microsoft Teams/Slack/WhatsApp/SMS/email communication. Available to work Mon–Fri, 9:00 AM–5:00 PM ET (40 hours/week) and able to start ASAP. WFH Set‑Up: Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up. Internet speed of at least 40MBPS Headset with an extended mic that has noise cancellation and a webcam Back‑up computer and internet connection Quiet, dedicated workspace at home Your Superpowers Strong business and financial literacy; you translate metrics into decisions and action items. Strategic, anticipatory thinking; you see around corners and proactively surface risks and opportunities. Excellent written and verbal communication; concise executive briefings and clear stakeholder updates. Calendar and time management mastery across tools and entities; impeccable prioritization. Program/project management discipline; you drive follow‑through and maintain accountability without hand‑holding. High integrity, discretion, and reliability; comfortable working with C‑level leaders and international teams. Work Setup Remote position Must have a reliable internet connection and a quiet workspace Required to provide own computer with Intel Core i5 or something similar or higher operating system Working Hours 40 hours per week Mon–Fri, 9:00 AM–5:00 PM Eastern Time Compensation $6 per hour No benefits package included Benefits None #J-18808-Ljbffr