Administrative Assistant to the Director

JOB OVERVIEW

As an Administrative Assistant to the Director at Free Your Time, your role is to provide high-level administrative, coordination, and operational support to a Director who manages multiple clients across shared platforms. You will protect the Director's time, ensure accurate execution of priorities, prevent cross-client errors, and maintain organized workflows that enable seamless delivery of key outcomes.

You should be able to anticipate needs, manage complex schedules, communicate directly and professionally with colleagues and clients, and maintain strict confidentiality. A strong internet connection and experience using collaboration tools such as Zoom, WhatsApp, Slack, and Teams are essential.

Ultimately, you should be able to manage deadlines, handle multiple clients simultaneously, and produce high-quality work with minimal supervision.

DUTIES AND RESPONSIBILITIES

· Manage the Director's calendar across multiple client accounts, ensuring prioritization, time blocking, and conflict prevention.

· Coordinate internal and client meetings, ensuring correct context, platform links, materials, and access every time.

· Prepare agendas, briefing notes, meeting packs, and action trackers; capture minutes and follow up until completion.

· Act as gatekeeper—triaging requests, filtering noise, and protecting the Director's focus time.

· Maintain strict separation of client files, communications, and tasks while working across shared platforms.

· Manage and update client trackers (deadlines, deliverables, approvals, dependencies) and proactively flag risks or delays.

· Draft, proofread, and send professional correspondence with accurate tone, context, and formatting.

· Organize and maintain client folders, documentation, access permissions, and version control aligned with FYT standards.

· Monitor key communication channels for important updates and ensure the Director receives timely information with full context.

· Coordinate travel arrangements, logistics, expenses, reimbursements, and related administrative requirements.

· Anticipate potential conflicts, bottlenecks, or risks and propose solutions before escalation is needed.

· Support special projects through research, summarizing inputs, preparing reports, and ensuring all outputs are decision-ready.

· Contribute to internal initiatives and departmental needs as required.

QUALIFICATIONS AND SKILLS

Experience

· At least 3 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leadership.

· Experience managing multiple clients or projects simultaneously with high accuracy.

Administrative & Coordination Skills

· Advanced calendar management and time-blocking proficiency.

· Strong organizational habits with excellent attention to detail.

· Experience preparing professional documentation such as briefs, decks, meeting packs, and action trackers.

Communication Skills

· Exceptional written and verbal communication skills.

· Ability to draft, edit, and proofread client-ready messages and documents.

· Strong stakeholder management and interpersonal skills.

Technical Skills

· Proficient in Google Workspace and/or Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Comfortable using collaboration/project tools such as StrategyX, Zoom, Slack, Teams, WhatsApp, and shared file platforms.

· Ability to work within multiple client systems with strict separation and accuracy.

Work Habits

· Highly organized, proactive, and able to deliver results under tight timelines.

· Strong ability to anticipate needs and identify risks early.

· Able to work independently with minimal supervision.

Education / Certifications (Optional but Beneficial)

· Bachelor's degree in Business Administration, Communications, Management, or related field.

· Administrative, project management, or communication-related certifications.

BONUS SKILLS

· Experience coordinating for multiple executives or accounts.

· Familiarity with productivity or project management systems (StrategyX, Asana, M365, etc.).

· Experience preparing reports, decks, or research summaries.

· Background in consulting, operations, or client services.

· Experience in fast-paced or high-service environments.

REQUIRED EQUIPMENT

· Reliable computer or laptop with two (2) monitors/screens.

· Noise-cancellation headset with microphone.

· Clear webcam for meetings and presentations.

· Stable wired Internet connection (no pre-paid or mobile data-only connections).

DESIRED PERSONAL QUALITIES

· Highly detail-oriented, discreet, and trustworthy.

· Strong sense of urgency and results-focused mindset.

· Proactive problem-solver who anticipates needs before they arise.

· Calm under pressure and adaptable to shifting priorities.

· Clear, respectful, and professional communicator.

· Dependable, consistent, and committed to meeting deadlines.

· Structured thinker who simplifies complexity into actionable steps.

Job Types: Full-time, Permanent

Benefits:

· Paid training

· Work from home

Job Type: Permanent

Benefits:

• Health insurance
• Paid training
• Work from home

Application Question(s):

• How many years of experience do you have as an Executive Assistant or in a similar administrative role?
• Are you proficient in Google Workspace and/or Microsoft Office Suite?
• Do you have a reliable computer or laptop with dual monitors and a stable wired internet connection?
• What is your expected monthly salary (in PHP)?

Work Location: Remote