Executive Assistant

Executive Assistant with NGO experience (Cebu-based) - job post. Our US-based Client is seeking a highly organized and skilled Executive Assistant for its nonprofit client (US Based). The role will provide critical support to the State Executive Director and full-time team. The ideal candidate will bring a strong foundation in executive-level administrative support, and a working knowledge of social media and marketing tools. They must be tech-savvy, detail-oriented, and able to manage multiple responsibilities in a dynamic nonprofit environment.

• Calendar Management: Efficiently manage executive calendars, ensuring all appointments and meetings are scheduled and prioritized based on importance and availability. Must be proficient in Microsoft Outlook for calendar scheduling and flagging important items.
• Email Management & Organization: Oversee the executive's main email inbox and managing multiple email boxes, including sorting, organizing, and flagging important emails. Respond to messages as needed, maintaining clear and effective communication.
• Time Zone Coordination: Manage and schedule meetings across multiple time zones, ensuring that all relevant time zone considerations are accounted for, especially for the Pacific Standard Time (PST) zone.
• Zoom Virtual Meeting Coordination: Coordinate and set up virtual meetings using Zoom, ensuring that all technical aspects are in place and troubleshooting any issues that may arise.
• Filing & Organization: Ability to manage and ensure that emails, documents, and other important information are properly organized, sorted, filed, and easily accessible.
• Communication Support: Act as a liaison between executives and internal/external stakeholders, ensuring smooth communication and timely follow-ups.
• Client/Vendor Communication: Liaise with clients and vendors to maintain strong working relationships and ensure smooth operations.
• Travel Coordination: Conduct travel arrangements with booking air, hotels, ground transportation and special events.
• Precision Project Management: Must be flexible, agile and can work independently. Prioritize, track and ensure deadlines are met.
• Administrative Support: Compile executive-level briefs, prepare reports and conduct research and execute special projects.
• Expense and Invoice Management: Process expense reports and select invoices.
• Confidentiality: Handle sensitive information with discretion and professionalism, ensuring confidentiality in all matters within the company and with our clients.

• Education: Bachelor's degree or equivalent experience in Business Administration or related field.
• Remote Work Ready: Must have a reliable internet connection, access to a consistent power supply, designated work area and the necessary tools for remote work.
• Years of Experience: 3+ years of experience as an Executive Assistant or in a similar administrative support role for C-Suite level executive.
• Global Work Experience: Must have experience working with US, UK or Australia based companies in most current role.
• Time Zone Availability: Must be active, online and ready for meetings and work during 8:00 AM – 5:00 PM Pacific Standard Time (PST).
• Microsoft Outlook Proficiency: Proficiency in Microsoft Outlook for calendar management and email organization, including flagging and prioritizing tasks.
• English Proficiency: Excellent written and verbal communication skills (C2 level English required) with the ability to interact effectively with internal and external stakeholders at all levels.
• Advanced Organizational & Time Management Skills: Proven ability to manage multiple responsibilities, prioritize effectively, and meet deadlines.
• Attention to Detail: Meticulous attention to detail in managing schedules, organizing communications, and ensuring that all tasks are completed accurately and on time.
• Executive Communication: Must be quick to disseminate, prepare executive level briefs, and work directly with the CEO.

Additional: This is an independent contractor engagement. If you are open to this type of engagement, please submit your application for our assessment.

Job Types: Full-time, Permanent

• Paid training
• Work from home

Experience:

• working in a Non-government Organization (NGO): 3 years (Required)