Executive Assistant for a Finance Company in Fiji

5 days ago

Manila, National Capital Region, Philippines Virtual Coworker Full time
Executive & Operational Support

• Manage complex calendars and agendas for the CEO and leaders of six subsidiary companies, including
scheduling, confirming, and rescheduling meetings with accurate or other meeting links.

• Join meetings alongside the CEO, take minutes, and send post-meeting action lists or task recaps to the team.

• Track emails and follow up on pending communications to ensure timely responses and task completion.

• Review and prepare documents, presentations, and basic artwork or decks when needed.

• Provide regular updates to the CEO and ensure clear communication on all pending tasks and priorities.

Team Coordination

• Act as the coordination point between the CEO and other virtual assistants, ensuring that payroll inputs (timesheets, invoices) and other deliverables are submitted on time.

• Consolidate data from other assistants before passing it to the CEO for payment processing.

• Liaise with internal teams and external stakeholders as needed, ensuring instructions and priorities are clearly relayed.

Administrative & Personal Tasks

• Handle administrative tasks such as:
  ○ Opening bank accounts
  ○ Preparing and organizing documents for visa applications
  ○ Managing property, vehicle, and health insurance renewals
  ○ Processing personal purchases and tracking expenses
  ○ Coordinate recurring household and office services (e.g., AC maintenance, pest control, grocery
     scheduling).
  ○ Liaise with the executive driver for pick-ups, deliveries, and other transport requirements.

Logistics & Recruitment

• Oversee logistics for international shipments, including furniture orders and freight forwarding.

• Support recruitment processes including sourcing, coordinating interviews, and onboarding overseas hires.

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