Executive Assistant

3 days ago

Manila, National Capital Region, Philippines Rippedboxstation Full time $40,000 - $60,000 per year

Position: Executive Assistant
Number of hours: 5 hours/week (will potentially increase hours)
Schedule: UK Time

Tasks required:

  • Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

  • Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

  • Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

  • Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

  • Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

  • Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

  • Handle sensitive and confidential information with the utmost discretion and professionalism

  • Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

  • Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

  • Other ad hoc tasks that would be assigned

Requirements:

  • Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role

  • Prior experience working with UK and US-based clients is highly preferred

  • Expertise in calendar management, including scheduling across time zones (Google Calendar, Calendly)

  • Strong email management skills, including inbox organization, drafting responses, and follow-ups

  • Client coordination experience, ensuring timely communication, meeting preparation, and task follow-through

  • File and document management, including cloud-based organization and secure file sharing

  • Familiarity with UK and US tax filing processes is a strong advantage

  • Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion, and other cloud-based platforms

  • Advanced skills in office software and communication tools

  • Excellent verbal and written communication skills in English

  • Discretion and the ability to handle confidential and sensitive information

  • Excellent phone, email, and instant messaging etiquette

  • Highly organized and detail-oriented, with the ability to efficiently prioritize multiple tasks

  • Adaptable and proactive, with strong problem-solving skills

  • Professional demeanor and strong interpersonal skills

  • Ability to work independently and collaborate effectively in a team-oriented environment

  • Self-motivated and disciplined, capable of meeting daily and monthly targets with minimal supervision

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