Executive Assistant to the CEO

2 weeks ago

Philippines Integrated Hire Full time ₱756,000 - ₱924,000 per year

Position: Executive Assistant (Sales)

Job Type: Full-time (40 hours/week)

Location: Philippines (Remote, Mountain time hours)

Salary: $6.00-$7.00/hr

Overview

We are seeking a proactive and persistent Executive Assistant to support the CEO in managing day-to-day priorities, communications, and organization. This role will provide critical administrative support to help the CEO stay focused on sales, client relationships, and company growth.

The Executive Assistant will handle inbox and calendar management, assist with pipeline tracking, and organize information across email, Buildertrend, and other platforms. The ideal candidate is proactive, highly organized, and able to anticipate needs before they arise. This role requires excellent communication skills, attention to detail, and the ability to create structure and efficiency in a fast-moving environment.

By keeping operations smooth behind the scenes, the Executive Assistant will serve as a trusted right hand to the CEO and help ensure McSwain Builders continues to deliver excellence to its clients.

Key Responsibilities

Administrative & Communication Support

  • Manage and organize CEO's inbox, ensuring important messages are prioritized and responded to promptly
  • Coordinate scheduling and manage CEO's calendar, including meetings, client calls, and deadlines
  • Draft, proofread, and send correspondence on behalf of the CEO when appropriate
  • Maintain confidentiality and professionalism in handling sensitive company and client information
  • Assist with travel arrangements and conference scheduling as needed
  • Review call transcripts, create clear action points, and follow up to ensure tasks are completed

Pipeline & Information Management

  • Track leads, inquiries, and project opportunities, ensuring timely follow-up
  • Assist in organizing and maintaining records in Buildertrend, including CRM tools, sales notes, and client interactions
  • Keep project and sales information accessible, up-to-date, and easy to reference

Operational & Personal Support

  • Prepare reports, meeting notes, and follow-up action lists as requested
  • Coordinate with project managers and staff to keep the CEO informed of key updates
  • Research vendors, products, or tools to support company initiatives
  • Handle occasional personal assistance tasks to allow the CEO to stay focused on business priorities

Process Improvement

  • Identify opportunities to improve efficiency in communication, scheduling, and information flow
  • Help implement best practices for digital organization, task tracking, and workflow management
  • Proactively anticipate the CEO's needs and take initiative to address them

Preferred Skills & Qualifications

  • 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar support role
  • 3+ years of experience supporting US-based business leaders
  • Excellent written and verbal English communication skills
  • Strong organizational skills with the ability to manage multiple priorities and deadlines
  • High degree of professionalism and discretion when handling sensitive information
  • Experience supporting U.S.-based executives or businesses remotely
  • Proficiency with productivity and collaboration tools
  • Comfortable working US-Mountain Time hours

Nice-to-Have (Bonus Skills)

  • Familiarity with construction, architecture, or real estate industries
  • Experience using Buildertrend or other project/CRM management software
  • Basic bookkeeping or invoicing support skills
  • Strong problem-solving abilities and a proactive mindset

Job Type: Full-time

Pay: Php63, Php77,000.00 per month

Benefits:

  • Work from home

Work Location: Remote

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