Senior Executive Assistant

How you'll make an impact:

As a Personal & Executive Assistant, you will play a pivotal role in ensuring the smooth operation of both professional and personal priorities for a fast-moving executive and leadership team. This is a dual-capacity position: on one side, you'll provide high-level administrative support to multiple executives across the office; on the other, you'll act as a trusted right hand to the CEO in managing the daily flow of personal and lifestyle-related tasks.

From coordinating meetings and travel, to sourcing high-end gifts or making exclusive reservations, your work will empower the team to operate at maximum efficiency. You'll help create calm from chaos, anticipate needs before they arise, and deliver support with discretion, professionalism, and care.

Role Overview:

We're looking for a sharp, resourceful, and emotionally intelligent Executive Assistant who can thrive in a dynamic, small-team environment where responsibilities span both business and personal spheres.

On the Office Administration Side, you'll act as a shared resource for multiple senior executives managing calendars, scheduling meetings, coordinating vendors, handling light logistics and purchases, and supporting operational needs across the office. You'll act as a liaison between team members, external partners, and service providers to keep everything running smoothly.

On the Personal Lifestyle Side, you'll work directly with the CEO to support daily life logistics - overseeing personal shopping, gift sourcing, travel and dining reservations, private event coordination, and vendor communications. You'll help ensure the CEO's time and energy remain focused on high-priority initiatives by removing friction from personal responsibilities and planning.

This role requires a high level of discretion, attention to detail, and a proactive mindset. If you can balance shifting priorities, anticipate needs, and execute with polish - we'd love to meet you.

Executive & Administrative Support (Shared Across Office Executives)

• Manage calendars, coordinate meetings, and handle scheduling for multiple senior leaders
• Organize logistics and make travel arrangements including flights, accommodations, and itineraries
• Conduct administrative research and support ad hoc requests for business needs
• Coordinate purchases, manage vendor relationships, and oversee service delivery for office-related needs
• Serve as a professional liaison via phone and email communicating with executives, team members, clients, and external partners with clarity, tact, and professionalism
• Assist with occasional internal events, document filing, expense tracking, and office logistics

Personal & Lifestyle Support (Directly for the CEO)

• Provide hands-on support with personal shopping, including sourcing and purchasing high-end gifts
• Book exclusive reservations, entertainment, and lifestyle experiences for personal and family use
• Coordinate travel planning for both business and leisure trips (e.g. flights, lodging, itinerary planning)
• Assist with personal errands including vendor calls, appointment scheduling, and home service coordination
• Maintain utmost discretion while managing private matters related to the CEO's personal life and schedule

Required Experience:

• 5 years of Executive Assistant experience, preferably in a dynamic, fast-paced environment
• 2 years supporting a high-net-worth individual or C-level executive with a high degree of discretion
• Excellent business communication skills via both phone and email, with the ability to represent executives professionally and manage external coordination
• Proven ability to manage and safeguard confidential information, including exposure to sensitive financial or personal matters
• Strong project and operations management background, with demonstrated experience managing tasks across multiple stakeholders and timelines
• Exceptional attention to detail and task management, with a proven track record of staying organized while juggling multiple responsibilities
• Intermediate proficiency in Microsoft Excel, including experience with formatting, formulas, and task tracking tools

Preferred Qualifications:

• Experience coordinating luxury or international travel bookings, including premium accommodations and concierge-level arrangements
• Familiarity with high-end gift sourcing, brand research, and creative ideation for milestone occasions
• Exposure to home service coordination, including vendor outreach and maintenance scheduling for personal or residential needs

Location: Fully Remote

Schedule: 12:00 a.m. 8:00 a.m. (Night Shift)

Work Days: Tuesday to Saturday
*California based Client

*Overtime Weekend Work occasionally needed.

Supervisory Contract: Not subject to Holiday Premium, Night Shift Differential, Overtime

Benefits:
- Philippine Employment, Work from Home, SSS, PhilHealth, Pag-IBIG, Private Health Insurance, 13th Month Pay, Annual Pay Raise, Above-Market Pay, 15 Days of Leave Credits (6 Sick, 6 Vacation, 2 Emergency, 1 Birthday), Paid Birthday Leave, Stable Employment, Skills Development Opportunities

Permitted Holidays Leave:
- Jan 01, New Years

- May 01, Labor Day

- Dec 24, Christmas Eve

- Dec 25, Christmas Day

- Dec 31, New Years Eve

~Due to the nature of the role, scheduled coverage of Tuesday to Saturday needs to be followed, but the above listed very important holidays are permitted paid leave.