Virtual Executive Assistant (with Expensify Experience)

Responsibilities:

Calendar Management

• Manage and maintain complex, frequently changing calendars for 3-5 executives
• Schedule and coordinate internal and external meetings, resolving conflicts and prioritizing competing requests
• Prepare daily/weekly agendas and ensure executives are briefed and prepared ahead of meetings

Expense Management

• Prepare, submit, and track expense reports on behalf of supported executives
• Reconcile receipts and ensure timely, accurate submission in line with company policy
• Liaise with accounting/finance as needed to resolve discrepancies or approvals

Travel Coordination

• Book travel (flights, hotels, ground transportation) as needed
• Build detailed itineraries and proactively manage changes or disruptions
• Ensure travel arrangements align with company travel policy and cost expectations

General Administrative & Executive Support

• Serve as a first point of contact for the executive office, screening and routing calls, emails, and requests
• Draft, proofread, and format correspondence, memos, and presentations
• Organize and maintain files, contracts, and confidential documents
• Coordinate logistics for board meetings, offsites, and other executive-level events
• Track action items and follow up on deliverables across executives to ensure deadlines are met
• Handle ad hoc projects and special requests with discretion and professionalism

Qualifications:

Required

• 2+ years of experience as an Executive Assistant or in a similar administrative role, ideally supporting multiple executives simultaneously
• Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and calendar/scheduling tools
• Experience with expense reporting platforms (e.g., Expensify) and travel booking tools
• Excellent written and verbal communication skills
• Exceptional organizational skills with strong attention to detail
• Demonstrated ability to manage competing priorities and shifting deadlines across multiple stakeholders
• High degree of professionalism and discretion when handling confidential business and financial information
• Must be willing to work night shift schedules (US hours) and during PH Holidays.
• Must be able to work in Alabang, Muntinlupa when work in the office resumes (temp WFH).

Preferred

• Prior experience supporting finance, legal, or C-suite executives
• Experience in a private-equity-backed, manufacturing, or industrial environment
• Familiarity with board meeting logistics and materials preparation