Executive Assistant to Co-Owners (Hybrid)

⏰ Shift Schedule & Work Setup:

• Eastern Timezone (Night Shift in PH)
• Hybrid Setup (3x Office, 2x WFH weekly) | Office Location: (GreatWork Studio) ABDC Building, Sct. Rallos, cor Sct. Tuason St, Diliman, Quezon City, Metro Manila

🏢 Job Summary:

We are looking for a highly organized and dependable Executive Assistant to provide administrative and operational support to company leadership. The role will help keep calendars, communications, meetings, documents, systems, and follow-ups organized while supporting day-to-day sales, marketing, and operations activities.

The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities while working independently in a remote environment.

🔑 Key Responsibilities:

Calendar & Inbox Management

• Manage leadership calendars and schedule internal, customer, partner, and vendor meetings.
• Send meeting invitations, links, confirmations, and reminders.
• Monitor and organize inboxes, prioritize important messages, and flag items requiring attention.
• Draft routine email responses for review and approval.
• Schedule meetings generated through sales development activities as needed.

Meeting & Follow-Up Support

• Attend internal meetings as a note-taker and document key decisions, action items, and next steps.
• Maintain shared action-item trackers and follow up on pending tasks and deadlines.
• Prepare meeting agendas and gather relevant documents and information in advance.
• Ensure agreed action items are properly tracked through completion.

Document & File Management

• Create, edit, and format documents, spreadsheets, presentations, and other business materials.
• Maintain organized files and folders within Microsoft 365 and SharePoint.
• Maintain trackers for vendors, contracts, renewals, subscriptions, and software licenses.
• Ensure documents and records are accurate, organized, and up to date.

Sales & Marketing Support

• Build, update, and maintain lead lists for the sales development team.
• Maintain accurate CRM records and support basic CRM administration.
• Assist with scheduling approved social media content and coordinating marketing activities.
• Support event and webinar logistics, including scheduling and administrative coordination.
• Conduct basic research on companies, prospects, partners, events, and other business-related topics.

Operations & Administrative Support

• Coordinate with vendors and assist with collecting and organizing invoices, receipts, and other documentation.
• Support onboarding activities for new customers and partners, including paperwork, scheduling, and coordination with the technical team.
• Maintain simple processes, checklists, and documentation for recurring administrative tasks.
• Provide general administrative support to leadership and assist with other operational tasks as needed.

💡 Skills, Knowledge, and Expertise

• 3+ years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Office Coordinator, or similar role.
• Experience supporting US-based leaders or teams remotely.
• Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience using a CRM system such as GoHighLevel, HubSpot, or similar platforms.
• Experience in an IT, MSP, SaaS, or technology environment is an advantage.
• Excellent written and verbal English communication skills.
• Highly organized with strong attention to detail and follow-through.
• Able to manage multiple priorities and work independently with minimal supervision.
• Professional, reliable, and able to handle confidential information with discretion.
• Comfortable coordinating with leadership, customers, partners, vendors, and internal teams.
• Willing to work full-time during US Central Time business hours (8:00 AM–5:00 PM CT).

💻 Why You'll Love Working with Us:

• Prime Office Location Convenient location with easy access to public transportation, dining, and nearby establishments.
• Modern Workspace Enjoy a comfortable, well-equipped office with modern amenities.
• Paid Leave Take time off to recharge, starting upon regularization.
• HMO Benefits Comprehensive healthcare coverage as soon as you're regularized.
• Government-Mandated Benefits All statutory benefits such as SSS, PhilHealth, and Pag-IBIG are fully provided.
• Fun & Collaborative Culture Be part of a dynamic team that values creativity, innovation, and teamwork.

🚨 NOTE:

This is a full-time employment position and NOT an Independent Contractor arrangement. It comes with government-mandated contributions and benefits.

A background check is part of our hiring process and will be completed before moving to the job offer stage. We kindly ask applicants to have the necessary details ready in advance to keep things smooth and hassle-free.