Executive Assistant to the CEO

Executive Assistant to the CEO

Reports to: Chief Executive Officer
Work Arrangement: Work From Home – Philippines-based
Schedule: Flexible; primarily aligned with U.S. Pacific Time (PST/PDT), with Philippine-time coverage as required
Travel Requirement: Travel within the Philippines as needed

Position Summary

The Executive Assistant to the CEO provides high-level administrative, organizational, and operational support to the Chief Executive Officer. The role is responsible for effectively managing the CEO’s schedule, communications, meetings, travel, priorities, and follow-through across U.S. and Philippine operations.

The ideal candidate is proactive, highly organized, discreet, adaptable, and capable of anticipating the CEO’s needs. This position requires prior experience directly supporting U.S. or American executives and working during U.S. business hours.

Although this is a work-from-home position, the Executive Assistant must be willing and able to travel to the Company’s different Philippine offices whenever required. The Executive Assistant may also be required to accompany and provide in-person support to the CEO during the CEO’s visits and business travels within the Philippines.

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative and operational support to the CEO.
• Manage the CEO’s calendar across multiple time zones, including scheduling, confirming, prioritizing, and rescheduling meetings and appointments.
• Proactively identify scheduling conflicts, competing priorities, and items requiring the CEO’s immediate attention.
• Monitor, organize, and help manage the CEO’s emails, messages, correspondence, and other communications.
• Draft, review, proofread, and format emails, reports, presentations, meeting materials, and other business documents.
• Coordinate with internal teams, clients, business partners, vendors, and other external stakeholders on behalf of the CEO.
• Maintain reminders and follow-up systems to ensure that commitments, approvals, decisions, and action items are completed on time.
• Anticipate the CEO’s needs and provide relevant information, documents, and updates before meetings or business activities.

Meeting and Project Coordination

• Prepare meeting agendas, background materials, reports, presentations, and other required documents.
• Attend meetings as requested, take accurate notes or minutes, document decisions, and track action items.
• Follow up with responsible team members regarding deadlines, deliverables, and commitments arising from meetings.
• Assist the CEO with special projects, research, reports, operational initiatives, and other business priorities.
• Maintain organized ClickUp tasks, trackers, executive dashboards, and confidential records to help the CEO monitor key initiatives and pending matters.

Travel and On-Site Support

• Arrange and coordinate domestic and international travel, including transportation, accommodations, itineraries, meetings, and other logistical requirements.
• Prepare detailed travel schedules and ensure that the CEO has all necessary documents, information, and materials.
• Travel to the Company’s different offices and other locations within the Philippines whenever required.
• Accompany the CEO during Philippine visits, business trips, meetings, office activities, and events when requested.
• Provide on-site administrative and logistical support throughout the CEO’s Philippine travel.

Confidentiality and Professional Representation

• Handle sensitive business, employee, client, financial, and personal information with the highest level of confidentiality and discretion.
• Exercise sound judgment when handling requests, communications, competing priorities, and confidential matters.
• Professionally represent the CEO and the Company in all interactions with employees, clients, business partners, and external stakeholders.
• Perform other related responsibilities and special assignments as required by the CEO.

Work Schedule and Availability

• The position will primarily support U.S. Pacific Time, following either Pacific Standard Time or Pacific Daylight Time, depending on the time of year.
• The candidate must have prior experience working U.S. hours and be comfortable working a schedule that may fall during Philippine evening or overnight hours.
• Work hours may change depending on the CEO’s schedule, meetings, travel, and business requirements.
• The candidate must also be able to work during Philippine business hours when needed, particularly while the CEO is traveling or conducting business in the Philippines.
• This role requires flexibility and may occasionally require schedule adjustments, extended availability, or support outside the regular assigned schedule for urgent matters, important meetings, or travel.

Work-From-Home Requirements

The successful candidate must provide and maintain a professional and reliable work-from-home setup, including:

• A dedicated, quiet, and distraction-free workspace.
• An own and dedicated computer with at least an Intel Core i5 processor or equivalent, and a minimum of 16 GB RAM.
• The computer must be for the exclusive use of the employee for work and must not be shared with family members, household members, or any other person.
• A stable primary internet connection with a minimum speed of 100 Mbps.
• A dependable backup internet connection from an alternative source or provider in case of service interruption.
• A reliable backup power solution capable of supporting the computer, internet equipment, and other essential devices during power interruptions.
• A functional webcam, professional-quality headset with microphone, and other equipment necessary for virtual meetings and business communications.
• The ability to remain accessible and productive during assigned working hours despite reasonably foreseeable internet or power interruptions.

The Company may require verification of the candidate’s computer specifications, work-from-home setup, internet speed, backup internet, and backup power arrangements before employment and at any time during employment.

Required Qualifications

• Proven prior experience as an Executive Assistant, Senior Executive Assistant, Personal Assistant, or in a comparable role directly supporting a CEO, business owner, or senior executive.
• Prior experience supporting U.S. or American executives is required.
• Demonstrated experience working U.S. business hours, particularly Pacific Time.
• Advanced proficiency in Microsoft 365 applications relevant to executive support, including Microsoft Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint.
• Proficiency in virtual meeting, calendar management, file-sharing, task-management, and communication platforms.
• Excellent written and verbal English communication skills.
• Strong calendar management, meeting coordination, travel planning, document preparation, and follow-up skills.
• Exceptional organization, prioritization, attention to detail, and time-management abilities.
• Ability to manage multiple priorities, meet deadlines, and remain composed in a fast-paced and changing environment.
• Strong judgment, discretion, professionalism, and commitment to confidentiality.
• Ability to work independently with minimal supervision while maintaining regular communication and accountability.
• Willingness and ability to travel to different Philippine offices and other locations whenever required.
• Willingness to accompany the CEO during business travels and visits within the Philippines.

Preferred Qualifications

• Prior experience using ClickUp for task management, project coordination, documentation, deadline monitoring, and executive follow-ups is an advantage.

Preferred Competencies

• Proactive and able to anticipate executive needs.
• Highly dependable, responsive, and accountable.
• Resourceful and solution-oriented.
• Adaptable to changing schedules, priorities, and work environments.
• Comfortable communicating with senior executives, international clients, and diverse stakeholders.
• Capable of exercising tact and sound judgment in sensitive situations.
• Strong cross-cultural awareness and familiarity with both U.S. and Philippine business practices.