Executive Assistant

The Role

We are looking for a highly organized and proactive Executive Assistant to be an executive's right hand, supporting a US-based client, working out of our Makati office on a night shift schedule. You will manage the executive's calendar and communications, keep projects and deadlines on track, and handle the first round of research and coordination on issues. This frees the executive to focus on high-priority work.

What You'll Do

• Manage the executive's Outlook calendar, email, meetings, and daily agenda
• Triage incoming emails and requests, flagging what needs immediate attention, follow-up, or escalation
• Review letters, documents, and correspondence from clients and external parties, then research and summarize the key points for the executive
• Use AI tools and other resources to research questions, analyze documents, and suggest next steps
• Track projects, tasks, deadlines, and follow-ups so nothing slips
• Help the executive prioritize daily work and take routine decisions and follow-ups off their plate
• Support client onboarding by gathering information, coordinating documents, and chasing outstanding items
• Assist with billing and administrative tasks, including reviewing billing details and coordinating updates
• Prepare meeting agendas, notes, action items, and follow-up lists
• Coordinate with clients, vendors, and other contacts on administrative matters
• Keep digital files, records, and documentation organized
• Handle general office management and other executive support tasks as needed
• Spot pending issues and follow up proactively instead of waiting for instructions

What You Bring

Required:

• 2+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role
• Strong organizational and time-management skills
• Excellent written and verbal English communication
• High attention to detail and the ability to juggle multiple priorities
• A proactive, resourceful approach: you research an issue and bring back a clear summary rather than just passing it along
• Proficiency with Outlook and Microsoft Office
• Comfort using AI tools such as ChatGPT for research, document review, and productivity
• Sound judgment on when to handle an issue independently and when to escalate
• Discretion in handling confidential client and company information
• Flexibility to thrive in a role where responsibilities vary from day to day