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Executive Assistant

2 weeks ago

Philippines Activate Talent Full time

Overview
We're looking for a sharp, proactive, and business-savvy Executive Assistant to support our executive team. This role goes far beyond traditional administrative tasks. You will serve as a strategic partner—someone who anticipates needs, keeps operations running smoothly, and enables leadership to work at their highest level.

If you excel in organization, communication, and managing fast-paced priorities, you'll thrive here. From calendar management and inbox organization to international travel arrangements, project coordination, and day-to-day virtual errands, you'll act as the executive's right hand in all aspects of their professional workflow.

Key Responsibilities
  • Manage complex executive calendars and coordinate meetings across multiple time zones.
  • Draft, organize, and respond to high-priority emails and messages with professionalism and accuracy.
  • Book and manage end-to-end travel logistics, including flights, hotels, ground transportation, visas, and itinerary planning.
  • Handle virtual errands and provide personal assistance for executive needs when required.
  • Prepare meeting documents such as agendas, notes, summaries, and follow-up action items.
  • Organize digital files, receipts, and communications with vendors, partners, and internal teams.
  • Act as the primary gatekeeper, managing stakeholder communication and protecting the executive's time.
  • Assist with light project management, research, reporting, and administrative oversight.
  • Maintain the highest level of confidentiality and discretion in all matters.
Requirements

3+ years of experience as an Executive Assistant, ideally within a fast-paced, startup, or high-growth environment.

Exceptional organizational skills and strong attention to detail.

Excellent written and verbal communication abilities.

Proficient with modern productivity tools, including Google Workspace, Slack, Zoom, Notion, Calendly, and similar platforms.

Strong business judgment with the ability to prioritize tasks based on urgency, impact, and strategic importance.

Proven experience managing travel, scheduling, and operational logistics.

Self-starter with a high level of professionalism, reliability, and follow-through.

Ability to anticipate needs, solve problems proactively, and operate independently with minimal supervision.