Executive Assistant

Executive Assistant to the President/VP (Personal Assistant Focus)

Location: Remote (Philippines-based applicants only)Company: SmartScale360

About Us

SmartScale360 is a Vermont, USA-based outsourcing and staffing agency, providing top-tier remote talent to support businesses across North America. With over 20 years of outsourcing expertise, we help clients optimize operations, reduce labor costs, and scale efficiently.

We are seeking a highly organized and proactive Executive Assistant to provide personalized support to the President/VP of the company. This role requires someone with strong organizational and administrative skills who can balance both executive-level responsibilities and personal assistant duties, ensuring that daily operations and personal matters are seamlessly managed.

Key ResponsibilitiesExecutive & Personal Support

• Provide comprehensive administrative assistance to the President/VP, including calendar scheduling, travel arrangements, meeting coordination, and task management.
• Attend and sit in on meetings to record minutes, track follow-ups, and ensure deadlines are met.
• Liaise and coordinate with EAs of other owners, executives, and board members to align schedules and communications.
• Act as a personal assistant, handling personal tasks and responsibilities to free up executive bandwidth.
• Assist in monitoring litigation, contracts, and administrative matters, ensuring deadlines and compliance are tracked.
• Prepare, organize, and maintain documents, reports, and presentations.
• Manage sensitive and confidential information with the highest level of discretion.

Communication & Coordination

• Draft, edit, and proofread professional correspondence and documents on behalf of the President/VP.
• Serve as a point of contact between the executive and internal/external stakeholders.
• Follow up on pending tasks and ensure smooth communication flow across departments and partners.
• Anticipate the needs of the President/VP and proactively provide solutions.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or related field (preferred).
• 3+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Coordinator (with US-based executive support experience preferred).
• Strong background in executive-level administrative support and personal assistance.
• Experience in legal/administrative tasks such as monitoring litigation, contracts, or handling sensitive documentation is an advantage.
• Exceptional English communication skills (written and verbal) with a polished and professional demeanor.
• Strong organizational skills and extreme attention to detail — able to deliver accurate, error-free work.
• Proactive, resourceful, and adaptable personality, capable of anticipating needs and solving problems independently.
• Proficiency in Google Workspace, MS Office, and project management tools.
• Ability to multitask, manage competing priorities, and maintain composure in a fast-paced environment.

Compensation & Benefits

• Base Salary: ₱50,000 monthly
• Paid Time Off (PTO), sick leave, and vacation leave as per company policy.
• Opportunity to grow into higher-level support or operations roles within SmartScale360.
• Collaborative, supportive remote work environment.

Why Join SmartScale360?

This is more than a standard assistant role. At SmartScale360, you'll be working hand-in-hand with executive leadership, supporting both professional and personal matters, and ensuring seamless operations at the highest level. If you thrive in organization, discretion, and proactive problem-solving, this is the perfect role to elevate your career.

Learn more: Follow us: SmartScale360 Careers (Facebook)Apply today and grow your career as an Executive/Personal Assistant with SmartScale360

Job Type: Full-time

Pay: Php50,000.00 per month

Work Location: Remote