Executive Assistant

8 hours ago

Quezon City, National Capital Region, Philippines BruntWork Full time ₱40,000 - ₱80,000 per year

This is a remote position.

Schedule:
  • Total hours: 20 hours per week or 4 hours per day
  • Monday - Friday
  • Flexible within the client's business hours following the Eastern Time Zone

Client location or time zone: New York, USA – EDT

Role Overview:

We are seeking a proactive and detail-oriented Executive Assistant to provide high-level administrative and operational support. The ideal candidate is organized, trustworthy, and capable of managing multiple priorities while maintaining clear and professional communication. This role involves calendar and email management, project coordination, document handling, CRM updates, and other executive-level administrative tasks.

Responsibilities:

Calendar & Schedule Management

  • Manage the executive's daily and weekly schedule with precision

  • Coordinate internal and external meetings, calls, and events

  • Send calendar invites, confirm appointments, and ensure buffer time between meetings

Email & Communication Management

  • Monitor, sort, and draft responses for the executive's inbox

  • Flag urgent emails, archive non-essential ones, and respond where appropriate

  • Maintain a professional tone and ensure timely follow-ups

Project Coordination

  • Track ongoing projects, deadlines, and deliverables

  • Create project timelines and maintain trackers or dashboards

  • Follow up on assigned tasks and ensure accountability

Document Handling

  • Prepare, format, and proofread documents, presentations, and reports

  • Organize digital files and folders for easy access

  • Handle NDA execution, vendor agreements, and basic legal submissions

CRM & Lead Management (for sales/client-facing roles)

  • Update and maintain CRM systems (e.g., HubSpot, Notion, Google Sheets)

  • Track leads, communication touchpoints, and follow-up cycles

  • Assist in preparing materials for client meetings or outreach

Meeting Support

  • Take notes during calls or meetings

  • Create action item lists and follow-up reminders

  • Send meeting recaps and next steps to relevant parties

Travel & Logistics

  • Book flights, hotels, and transportation

  • Prepare itineraries, reimbursements, and travel documentation

  • Coordinate in-person meetings and logistics

Light Personal Tasks (if agreed upon)

  • Book personal appointments or reservations

  • Track personal to-dos that may affect business planning

Requirements

  • Proven experience as an Executive Assistant or in a similar administrative role

  • MUST HAVE A WINDOWS OS COMPUTER

  • Strong written and verbal communication skills

  • Excellent organizational and time management abilities

  • High level of discretion and confidentiality

  • Proactive, resourceful, and detail-oriented mindset

  • Comfortable using tools such as Google Workspace (Gmail, Calendar, Docs, Sheets), Slack, Zoom, Notion, Trello, or Asana

  • Familiarity with CRM platforms (HubSpot, Pipedrive, or Zoho)

  • Ability to manage multiple time zones and prioritize effectively

Independent Contractor Perks:
  • Permanent work-from-home
  • Immediate hiring
  • Steady freelance job
ZR_28674_JOB

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