Executive Assistant to the COO

Join our Dynamic Team and be Remarkable

If you're highly organized and thrive in a fast-paced environment, we'd love to meet you

Remarkablism Services Corp. is seeking a driven and detailed-oriented Executive Assistant to support our client's business with the behind-the-scenes administrative execution.

Essential Responsibilities:

1. Calendar & Meeting Management:

• Own all aspects of calendar coordination and management for the COO, including prioritization, conflict resolution, and forward-looking planning.
• Monitor Microsoft Teams threads for meeting-related requests (e.g., "Please add this to the exec meeting agenda") and track topics to ensure timely inclusion.
• Draft and circulate agendas prior to each meeting.
• After meetings, download transcripts, use a pre-built GPT to generate meeting minutes, and distribute finalized minutes to the appropriate team members.

2. Inbox & Communication Support (COO Only)

• Review and organize the COO's inbox daily; flag, archive, escalate, or respond as appropriate.
• Draft professional responses for simple requests, leveraging AI-driven templates when possible.
• Escalate complex or sensitive messages for the COO's direct input to ensure timely response.
• Track follow-ups and outstanding tasks to prevent missed commitments.
• Meet regularly with the COO to review priorities, outstanding items, and ensure alignment on upcoming deliverables.

3. Administrative & Light Personal Support (COO Only)

• Manage periodic business travel logistics (flights, hotels, transportation).
• Handle occasional personal scheduling and logistical tasks.
• Submit expense reports, organize digital files, and support ad hoc administrative needs.
• Assist with document preparation, event coordination, and other special projects.

4. Relationship Management & Follow-Up (COO Only)

• Maintain contact lists and track key interactions with partners, clients, and stakeholders.
• Coordinate timely thank-you messages, gifts, and event follow-ups.
• Help ensure the COO maintains a reputation for responsiveness, professionalism, and follow-through.

5. Navigating a Fast-Paced Executive Environment (COO Only)

• The COO operates in a fast-moving, externally focused role with limited availability and frequent competing priorities.
• The ideal candidate will be comfortable taking initiative to follow up, ensure tasks are completed, and respectfully "own the nudge" when attention is required.
• Persistence and professionalism are essential for success in this role.
• Proactively schedule and protect time for deep work, recurring meetings, and urgent priorities.
• Support the CEO, CFO, CTO and CSO by coordinating 4–5 weekly standing internal meetings.

6. Confidentiality

• Maintaining strict confidentiality regarding sensitive information and communications.

Qualifications & Skillsets:

• Has proven experience in administrative support and/or a related fast-paced environment.
• Has proven experience as Executive Assistant to the executives.
• Excellent attention to detail and a proactive communication style
• Excellent in both verbal and written communication skills.
• Has strong interpersonal skills and can effectively work with others.
• Proficiency in Microsoft Office Suite (Outlook, Teams, PowerPoint, Word, Excel, SharePoint)
• Familiarity with or openness to using AI tools such as ChatGPT to streamline workflows
• Self-motivated, results-oriented, and capable of working independently as well as collaboratively within a team.
• Ability to juggle multiple priorities without losing accuracy or speed
• Discretion and reliability when handling confidential information
• Willing to relocate in Davao City (if outside the city) and can work night-shift.
• Willing to start as soon as possible (ASAP).

How to Apply:

If you are a dedicated individual that has a strong Executive and administrative experience, and you're ready to contribute to the growth of a dynamic company, we want to hear from you. Interested candidates may submit their cover letter and resumes to

Job Type: Full-time

Pay: Php35, Php45,000.00 per month

Benefits:

• Company events
• Health insurance
• On-site parking
• Opportunities for promotion

Work Location: In person