Executive Assistant

5 days ago

Makati City, National Capital Region, Philippines AUX Full time ₱900,000 - ₱1,200,000 per year

We are seeking a highly organized and proactive Executive Assistant to support our client's senior leadership team. This role requires exceptional project management, communication, and digital collaboration skills, with a proven ability to thrive in a fully remote, distributed team environment.

Estimated Salary: The salary for this position has not been finalized yet. Please indicate your expected salary based on your experience in the application form, and we will consider it in our discussions.

Key Responsibilities:

  • Manage the full digital signature workflow in DocuSign: issue documents, track progress, troubleshoot errors, and follow up to ensure timely completion.
  • Coordinate submission of KYC/AML and business onboarding documentation; manage Q&A with stakeholders and verify information against internal records.
  • Track, monitor, and report on inbound/outbound firm tasks in Jira (or similar tools), ensuring visibility and on-time delivery.
  • Maintain accuracy and integrity of the firm's investor and portfolio company CRM database.
  • Act as first point of contact for inbound inquiries from portfolio companies, co-founders, and partners, providing timely Level 1 support.
  • Oversee records management: action inbound emails/documents, resolve data collisions with management, and safeguard "source of truth" documentation.
  • Proactively manage complex calendars: monitor inboxes, resolve scheduling conflicts, and maintain master calendars (holidays, OOO).
  • Identify and support process improvements, including establishing new "sources of truth" and piloting AI-driven workflows.
  • Coordinate travel and event logistics (flights, accommodations, conferences) as needed.
  • Manage expense reports, ensuring accurate digital records and timely reimbursements.
  • Draft and send internal communications and announcements on behalf of leadership.
  • Fulfill ad hoc data requests by retrieving and organizing information from internal systems.
  • Provide first-level IT triage support.

  • Uphold confidentiality and firm-wide compliance standards in all tasks.

  • Minimum Qualifications: 5+ years' experience as an Executive Assistant, ideally within finance, venture capital, consulting, or high-growth startups.

  • Outstanding organizational and time-management skills with the ability to balance competing priorities.
  • Excellent written and verbal communication.
  • High level of professionalism, discretion, and judgment.
  • Tech-savvy: Google Suite, Telegram, Jira, Airtable, and expense management tools.
  • Proactive, resourceful, and solutions-oriented mindset.
  • Experience managing corporate files and governance records (preferred).
  • Comfortable working independently while staying aligned in a fully remote team.
  • Experience working in a venture capital firm is a plus.
  • Must be available to work US business hours (Eastern Time) and be someone who can adjust as needed to schedule changes.

Aux is a B2B virtual recruitment platform that pairs support staff with business leaders around the world. We take the best talent from the Philippines and, through our rigorous screening process, match them with our network of CEOs, promising startups, and established brands such as 818 Tequila, Operam, Parrot HQ, K5 Global, etc.

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