Executive Assistant

IT by Design Philippines Inc.; Davao City; Remote; PHP 900,000 - 1,300,000; Full time

Job summary

IT by Design Philippines Inc. seeks an Executive Assistant to partner with a U.S.-based CEO, acting as a trusted 'second brain' in a fast-paced, AI-enabled environment. You will manage calendars, travel, and communications across time zones while leveraging AI tools to draft the first responses and documents.

This role offers high impact, global exposure, and opportunities to shape operational excellence by integrating AI workflows and automation. Night shift (U.S.

Qualifications

• Minimum 5 years of experience supporting a CEO, Founder, or C-suite executive.
• Experience managing executive calendars, inboxes, priorities, and confidential information.
• Hands-on experience using AI tools such as ChatGPT, Claude, Microsoft Copilot in daily work.
• Excellent written and verbal English communication.
• Strong organizational, planning and time management skills.
• Advanced proficiency in Microsoft Office, Outlook, OneDrive, SharePoint, Teams, Zoom.
• High level of professionalism, discretion, accountability and ownership.
• Dedicated home office with reliable internet connection.
• Willing to work Night Shift (U.S. Eastern Time).

Responsibilities

• Manage the CEO's complex calendar, inbox, meetings, and priorities across multiple time zones.
• Coordinate domestic and international travel, itineraries, accommodations, and expense management.
• Review emails, understand business context, and prepare first drafts using AI tools when appropriate.
• Prepare executive presentations, reports, meeting briefs, and business documents.
• Support strategic initiatives by tracking deliverables, coordinating stakeholders, and ensuring timely execution.
• Serve as the communication bridge between the CEO, leadership team, employees, and external partners.
• Capture meeting notes, maintain action trackers, and ensure nothing falls through the cracks.
• Continuously improve workflows by leveraging AI, automation, and digital tools to increase productivity and operational excellence.

Skills

Executive support

Calendar management

Travel coordination

AI tooling

English communication

Tools

ChatGPT

Claude

Microsoft Copilot

Outlook

OneDrive

SharePoint

Teams

Zoom

Job description

Work directly with a visionary U.S.-based CEO and become the driving force behind a modern, AI-powered executive office.

We're looking for an exceptional Executive Assistant who thrives in a fast-paced environment, loves solving complex problems, and embraces AI as a daily productivity partner. This is far more than a traditional Executive Assistant role—you'll serve as the CEO's trusted strategic partner and "second brain," working alongside AI-powered digital employees to maximize efficiency, execution, and decision-making.

If you have experience supporting a U.S.-based CEO or C-level executive, are highly proactive, and enjoy leveraging tools like ChatGPT, Microsoft Copilot, or Claude to work smarter, we'd love to meet you.

Why Join Us?

• Work directly with a U.S.-based executive and global leadership team

• Be at the forefront of AI-enabled executive operations

• High-impact role with significant visibility and career growth

• Join an innovative company where technology and people work together

What You'll Do

• Manage the CEO's complex calendar, inbox, meetings, and priorities across multiple time zones.

• Coordinate domestic and international travel, itineraries, accommodations, and expense management.

• Review emails, understand business context, and prepare thoughtful first drafts using AI tools when appropriate.

• Prepare executive presentations, reports, meeting briefs, and business documents.

• Support strategic initiatives by tracking deliverables, coordinating stakeholders, and ensuring timely execution.

• Serve as the communication bridge between the CEO, leadership team, employees, and external partners.

• Capture meeting notes, maintain action trackers, and ensure nothing falls through the cracks.

• Continuously improve workflows by leveraging AI, automation, and digital tools to increase productivity and operational excellence.

What We're Looking For

• Minimum 5 years of experience supporting a CEO, Founder, or C-suite executive.

• Proven experience managing executive calendars, inboxes, priorities, and confidential information.

• Hands-on experience using AI tools such as ChatGPT, Claude, Microsoft Copilot, or similar platforms in daily work.

• Exceptional organizational, planning, and time management skills.

• Outstanding written and verbal English communication skills.

• Strong attention to detail with excellent follow-up and execution.

• Analytical mindset with the ability to gather information, ask the right questions, and make sound decisions.

• Advanced proficiency in Microsoft Office, Outlook, OneDrive, SharePoint, Teams, Zoom, and related productivity tools.

• Comfortable handling multiple high-priority tasks while maintaining speed and accuracy.

• High level of professionalism, discretion, accountability, and ownership.

• Dedicated home office with reliable internet connection.

• Willing to work Night Shift (U.S. Eastern Time).

Preferred Qualifications

• Experience supporting a U.S.-based executive or global organization.

• Project Management certification (PMP, Agile, Scrum, or equivalent).

• Background in operations, business process improvement, or executive project coordination.

• Experience with AI workflow automation and productivity platforms.

• Previous experience in a fast-paced technology, MSP, SaaS, or BPO environment.

This Role Is Perfect For Someone Who...

• Thinks several steps ahead and anticipates needs before they're communicated.

• Loves bringing structure to fast-moving environments.

• Enjoys combining technology and human judgment to solve problems.

• Is naturally proactive, resourceful, and execution-focused.

• Wants to build a long-term career as a strategic business partner—not just an Executive Assistant.