Executive Assistant

2 days ago

Philippines OutSta Full time $30,000 - $60,000 per year

We are seeking a highly experienced and proactive Business Executive Assistant to serve as a fractional, right-hand operational partner to our CEO/Founder. This role goes beyond traditional administrative support; you will ensure operational excellence across the business. You will be responsible for managing key workflows, conducting business analysis, and implementing improvements to unlock efficiencies and drive performance.

Key Responsibilities:

- Demonstrate ADVANCED proficiency in Microsoft PowerPoint and Excel, including the ability to design polished, client-specific presentations and create basic pivot tables and essential formulas for data analysis and performance tracking

- Provide comprehensive executive support: manage complex calendars, task scheduling, and high-volume email correspondence for C-level founders

- Attend executive meetings (e.g., Biweekly Operations), take professional notes, and meticulously track action items to completion

- Serve as the primary liaison between the founder, partners, and project managers, ensuring smooth communication and the prompt resolution of all requests

- Conduct online research and compile concise, actionable email summaries based on your findings to inform decision-making

- Demonstrate financial acumen by assisting with expense reconciliation, financial tracking, and basic bank account oversight

- Be the final quality control checkpoint for all client-facing materials, ensuring the highest standards in PowerPoint presentations, engagement letters, and other communications

- Leverage your excellent communication and listening skills to represent the executive office professionally with international clients and partners

- Customize and create PowerPoint slides with a strong sense of design, ensuring all client-specific templates (with names, logos, and branding) are polished and professional

- Proactively coordinate complex travel logistics and arrangements

MUST-HAVE REQUIREMENTS:

- 5+ Years of experience as an Executive Assistant, specifically supporting international clients.

- 2+ Years of proven experience working during US Eastern Standard Time (EST) business hours.

- Excellent verbal and written English communication skills, with a proven ability to listen actively and convey information clearly.

- A demonstrated high sense of urgency and the ability to thrive in a fast-paced, dynamic environment.

- Unquestionable integrity and transparency (not afraid to admit mistakes, ask clarifying questions, or provide a respectful push-back when needed)

Technical Proficiency:

Excel: Ability to design pivot tables and use formulas (e.g., VLOOKUP, SUMIF) for data analysis.

PowerPoint: Ability to create and customize visually appealing slides from scratch, not just edit text.

Platforms: High proficiency with Outlook, Zoom, and Calendly.

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