Executive Assistant

2 days ago

Makati City, National Capital Region, Philippines Future Stakes Full time

Pay: ₱18, ₱20,000.00 per month

Job description:

Executive Assistant

(Full-Time Remote, Philippines)

Role Summary

We are looking for a highly organized, detail-oriented person to serve as the Executive Assistant for the CEO.

Your primary responsibility is to attend meetings, extract tasks, assign owners, track deadlines, and ensure consistent follow-through across the organization.

You will function as the CEO's operational extension—removing the burden of follow-ups, clarifying responsibilities, and maintaining momentum across projects and teams.

This role is perfect for someone who thrives in structured environments, loves organization, and is proactive in getting things done.

Key Responsibilities

1. Meeting Support & Task Extraction

  • Attend all CEO-scheduled meetings (internal + external) as a silent participant.
  • Take clear, structured notes highlighting: decisions, action items, owners, deadlines, blockers
  • Send a Meeting Summary + Task List within after every meeting.

2. Task Assignment & Tracking

  • Enter all tasks into the project/task system used by the company.
  • Ensure every task has: a clear owner, a realistic due date, defined deliverables
  • Monitor tasks daily and follow up with team members until completion.

3. Executive Workflow Management

  • Maintain the CEO's master task list and ensure nothing falls through the cracks.
  • Send the CEO a daily briefing that includes: tasks completed, tasks overdue, tasks due soon, blockers requiring CEO decisions

4. Coordination & Follow-Through

  • Chase team members for updates and push progress forward.
  • Flag delays, miscommunication, or risks early.
  • Coordinate between departments when needed to keep tasks moving.

5. Documentation & Organization

  • Organize files, notes, and documentation created during meetings.
  • Maintain shared folders, SOPs, and task archives for easy retrieval.
  • Create simple, clear documentation for recurring workflows.

Qualifications

  • Strong English communication skills (written and verbal)
  • Excellent organizational and planning abilities
  • Experience with project management tools (Asana, ClickUp, Notion, Trello, etc.)
  • Ability to follow through consistently without being reminded
  • Comfortable reminding and following up with senior team members
  • Fast note-taking and summarization skills
  • High confidentiality and professionalism
  • Stable internet and availability during Philippine business hours

Nice to Have

  • Experience supporting founders or executives
  • Experience in operations, admin, or PMO
  • Familiarity with eCommerce, creative teams, or startups
  • Ability to create simple dashboards or trackers

Traits We Value

  • Proactive and anticipatory
  • Calm under pressure
  • Loves structure, checklists, and clarity
  • Reliable and steady
  • Assertive but respectful
  • Solution-oriented thinker
  • Low-ego, high-accountability

Success in the First 90 Days Looks Like

  • Clear view of tasks across the organization
  • CEO no longer handles follow-ups or task tracking
  • All meetings consistently produce clear and actionable summaries
  • Tasks move forward without bottlenecks
  • Team members respond faster and deliver on time
  • The CEO feels mentally lighter and more in control of priorities

Job Types: Full-time, Fresh graduate

Benefits:

  • Work from home

Work Location: Remote

Job Types: Full-time, Fresh graduate

Pay: Php18, Php20,000.00 per month

Benefits:

  • Work from home

Work Location: In person

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