Executive Assistant

1 week ago

Work from Home, Philippines Sphere Rocket VA Full time ₱1,440,000 - ₱2,160,000 per year

We're seeking a highly organized and proactive Executive Assistant to support the leadership team with strategic coordination, operational efficiency, and seamless communication. This role requires exceptional attention to detail, discretion, and the ability to anticipate needs before they arise.

Key ResponsibilitiesEmail & Inbox Management

  • Organize, prioritize, and respond to executive emails with professionalism and accuracy.
  • Flag urgent matters, archive completed threads, and draft replies when needed.

Calendar & Schedule Coordination

  • Manage daily and weekly schedules, book meetings, and prevent conflicts.
  • Confirm appointments and send timely reminders to all attendees.

Meeting Preparation & Notes

  • Prepare talking points, research documents, and meeting materials.
  • Take organized notes and track action items for follow-up.

Travel Coordination

  • Book flights, hotels, and ground transportation for leadership and events.
  • Provide detailed itineraries with confirmations, check-ins, and emergency contacts.

Task & Project Management

  • Track executive tasks and projects in ClickUp, Asana, or
  • Follow up with team members to ensure deliverables are met on time.

Internal Communication Support

  • Draft memos, announcements, or internal updates for company-wide distribution.
  • Ensure efficient information flow between departments (operations, marketing, finance).

Confidential Document Handling

  • Manage contracts, NDAs, and performance reports with complete discretion.

Daily Briefing Reports

  • Deliver concise morning reports summarizing key meetings, revenue updates, and daily priorities.

Client & Partner Liaison

  • Communicate professionally with high-level partners, clients, and talent on behalf of leadership.

Event & Meeting Logistics

  • Coordinate logistics for VIP Ignite Live events, photoshoots, and leadership retreats.

Expense & Reimbursement Management

  • Track receipts, submit expense reports, and collaborate with the Bookkeeping VA for accuracy.

Document Creation & Editing

  • Draft, proofread, and edit presentations, proposals, and SOPs.

CRM Updates & Contact Management

  • Maintain up-to-date client and partner contact records in the CRM.

Priority Management & Executive Gatekeeping

  • Filter non-essential requests and manage leadership's time effectively.
  • Align scheduling and commitments with business goals.

Anticipate Needs & Proactively Solve Problems

  • Identify potential issues early and provide actionable solutions.

Weekly / As-Needed Tasks

  • Prepare leadership dashboards and performance summaries.
  • Support recruiting and onboarding of new VAs.
  • Assist in quarterly strategy sessions and off-site planning.

Experience and Proficiency

  • Excellent English communication skills (written and verbal).
  • Strong administrative and executive support experience, either in corporate or VA settings.
  • Proficient in Google Workspace (G Suite) and Microsoft 365.
  • Experienced in CRM management, preferably GoHighLevel.
  • Skilled in project management tools like ClickUp, Asana, or
  • Familiar with creative tools such as Canva, MetroCool, Descript, and Captions (a plus).
  • Strong sense of confidentiality, initiative, and adaptability in a fast-paced environment.

Job Type: Full-time

Pay: Php30, Php45,000.00 per month

Benefits:

  • Work from home

Work Location: Remote

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