Executive Assistant to the CEO

4 days ago

Work from Home, Philippines Open Look Business Solutions Full time ₱456,000 - ₱504,000 per year

Position Overview:

We are seeking a self-motivated, detail-oriented Executive Assistant to support a fastpaced, high-performing architecture and construction firm. This unique role blends bookkeeping and administrative support with light marketing and project coordination responsibilities.

The ideal candidate is organized, resourceful, and confident, working independently, especially in supporting business owners in the architecture and construction industry. You'll play a key role in keeping daily operations smooth and accurate, while also supporting client communication and internal processes.

Key Responsibilities:

Bookkeeping & Financial Support

- Enter daily financial transactions using Adaptive (construction bookkeeping platform) and QuickBooks Online

  • Ensure consistent coding and category alignment across both systems

  • Process and log all receipts and material purchases (e.g., Home Depot, Lowe's)

  • Maintain clean, up-to-date records for all job-related expenses and purchases

  • Reconcile transactions weekly and flag discrepancies or missing documentation

  • Work closely with Laurel to follow an established system and improve it as needed

  • Collaborate on building/maintaining a chart of accounts or cost code reference guide (based on construction categories)

Administrative Operations

  • Provide executive support to Purva, including:

o Monitor and manage inbox and calendars with little handholding

o Coordinate internal and external meetings, site visits, and vendor appointments

o Organize and maintain project files and folders

o Handle vendor coordination and light procurement support

o Support day-to-day office operations and follow-up tasks

Marketing & Content Support

  • Assist with social media captions, content scheduling, and photo organization

  • Coordinate project photoshoots and organize assets into usable formats

  • Use tools like ChatGPT or Canva to create social media posts from the internal image database (no external design required)

  • Follow engagement routines by liking, commenting on and interacting with industry partners' posts daily

Qualifications/Requirements:

  • Experience using QuickBooks Online

  • Exposure to construction- or design-related accounting

  • Previous use or exposure to Adaptive or similar construction management software (a plus)

  • Prior experience as an Executive Assistant or Virtual Assistant

  • Strong attention to detail and accuracy in data entry

  • Highly organized and dependable with strong task follow-through

  • Able to work independently with minimal handholding after training

  • Proactive communication and good problem-solving skills

  • Familiarity with Google Workspace, content scheduling tools, and AI platforms like ChatGPT

  • Bonus if experienced in both bookkeeping + admin support roles

  • Experience in architecture and construction industry is a plus

  • WFH set up on US hours

  • 20% Night Premium
  • HMO Coverage
  • Statutory Employee Benefits
  • Leave Accrual Benefits

Job Types: Full-time, Permanent

Pay: Php38, Php42,000.00 per month

Benefits:

  • Work from home

Work Location: Remote

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