Executive Assistant

Jobtailor; Hinoba-an; On-site; PHP 360,000 - 540,000; Full time

Job summary

Jobtailor in the Philippines is seeking an experienced Executive Assistant to support the CEO. The role focuses on inbox management, calendar coordination, travel planning, and maintaining confidential information with excellent discretion.

You will draft communications, manage multiple calendars, and prepare reports and meeting materials for board and committee engagements while ensuring timely follow-ups and accuracy in all tasks.

Qualifications

• Three or more years supporting an executive, owner, or founder directly.
• Excellent written English; you will write on behalf of the CEO.
• Proven reliability with deadlines and detail.
• Comfort with confidential information and sound judgment.
• Strong self-direction; you will not be micromanaged.
• Reliable high-speed internet.
• Backup power or backup work location.
• Quiet environment.
• Willingness to sign a non-disclosure agreement covering client, financial, personnel, and personal information.
• Experience in professional services, engineering, architecture, or construction preferred.
• Familiarity with billable-hour environments and project accounting preferred.
• Microsoft 365 and SharePoint experience.
• Experience supporting nonprofit or association board service.
• Experience supporting both business and personal logistics for the same executive.
• Ability to learn systems quickly and document what you learn.
• Working availability 8:00 AM to 5:00 PM Pacific Time, Monday through Friday.

Responsibilities

• Triage, sort, label, file, and draft responses for the CEO's inbox.
• Maintain the inbox at zero unread by the end of each business day.
• Manage calendars and travel arrangements for business and personal commitments.
• Protect focus blocks, confirm attendance, and resolve scheduling conflicts.
• Book flights, hotels, and ground transportation for business and personal travel.
• Prepare weekly timesheets and monthly expense reports with proper coding.
• Maintain a live tracker of deliverables, commitments, and deadlines.
• Prepare board/committee meeting materials and talking points.
• Coordinate with chapter staff, board members, and volunteers for EO events.

Job description

Responsibilities

• Triage, sort, label, file, and draft responses for the CEO's inbox
• Maintain the inbox at zero unread by the end of each business day
• Manage integrated work and personal calendars, including meetings, calls, site visits, board obligations, and personal commitments
• Protect focus blocks, send meeting materials, confirm attendance, and resolve scheduling conflicts
• Book flights, hotels, and ground transportation for business and personal travel
• Build itineraries and handle travel changes and disruptions in real time
• Coordinate with the CEO's family on personal travel
• Prepare weekly timesheets with correct project codes and reconcile calendar activity against billable time
• Prepare monthly expense reports with receipts, coding, and deadline tracking
• Maintain a live tracker of deliverables, commitments, and deadlines
• Follow up with internal and external parties on outstanding items
• Prepare weekly status summaries and track meeting action items to closure
• Support the CEO's Entrepreneurs' Organization Las Vegas board and Membership Committee service
• Schedule board, committee, and prospect meetings
• Maintain the membership pipeline tracker for prospects, sponsors, applications, and next steps
• Drive prospect and applicant follow-up
• Prepare board and committee meeting materials and talking points
• Coordinate with chapter staff, board members, and volunteers
• Manage chapter event registrations, RSVPs, and travel to EO regional and global events
• Use and learn Microsoft 365, Zoho One, Deltek Vantagepoint, Claude, EO platforms, and travel and expense systems

Requirements

• Three or more years supporting an executive, owner, or founder directly
• Excellent written English; you will write on behalf of the CEO
• Proven reliability with deadlines and detail
• Comfort with confidential information and sound judgment about what to share
• Strong self-direction; you will not be micromanaged
• Reliable high-speed internet
• Backup power or a backup work location
• Quiet environment
• Willingness to sign a non-disclosure agreement covering client, financial, personnel, and personal information
• Preferred: experience in a professional services, engineering, architecture, or construction firm
• Preferred: familiarity with billable-hour environments and project accounting
• Microsoft 365 and SharePoint experience
• Experience supporting nonprofit or association board service
• Experience supporting both business and personal logistics for the same executive
• Ability to learn systems quickly and document what you learn
• Working availability from 8:00 AM to 5:00 PM Pacific Time, Monday through Friday

Core Competencies

Demonstrates expertise in executive support, including managing calendars, travel logistics, and communication on behalf of the CEO. Proficient in maintaining organization and tracking deliverables while ensuring confidentiality and reliability in a fast-paced environment.

Highest-signal resume keywords

• Executive Support Experience
• Calendar Management
• Travel Coordination
• Microsoft 365 Proficiency
• Detail Orientation

Hard Skills

• Calendar Management
• Travel Coordination
• Expense ReportingProject Accounting
• Billable-Hour Familiarity

Soft Skills

• Excellent Written Communication
• Self-Direction
• Sound Judgment
• Reliability with Deadlines

Industry Keywords

• Professional Services
• Nonprofit Support
• Board Service
• Engineering
• Architecture
• Construction

Tools & Technologies

• Microsoft 365
• SharePoint
• Zoho One
• Deltek Vantagepoint
• EO Platforms