Executive Assistant

Rocket Station; Manila; On-site; PHP 600,000 - 900,000; Full time

Job summary

Rocket Station seeks a highly organized Executive Assistant to provide high-level administrative, operational, and strategic support. You will manage calendars, communications, CRM data, and create polished decks for investors and clients.

The role emphasizes cross-time-zone coordination, system optimization, and proactive task ownership in a fast-paced environment. Strong English communication and reliability are essential.

Qualifications

• 1 year+ experience as an Executive Assistant or similar role.
• Proven ability to manage high-volume, executive-level communications.
• Experience with CRM platforms and data accuracy.
• Strong calendar management across multiple time zones.

Responsibilities

• Manage complex, global calendars and executive coordination.
• Coordinate meetings, scheduling, and follow-ups with stakeholders.
• Prepare agendas, briefing docs, and post-meeting summaries.
• Inbox optimization and professional gatekeeping for executives.
• Draft brand-aligned emails to clients, partners, and vendors.
• Maintain data across Zoho/HubSpot and generate dashboards.
• Support project timelines and perform market research briefs.
• Design investor pitches and client proposals; manage brand content.

Skills

Calendar management

Executive communication

CRM proficiency

Presentation design

Data integrity

Education

Tools

Microsoft 365

Google Workspace

PowerPoint

Canva

Zoho

HubSpot

Job description

Role Overview

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant (EA) to provide comprehensive, high-level administrative, operational, and strategic support. This role is designed for a self-motivated professional who thrives in fast-paced environments, possesses impeccable execution skills, and can operate independently with minimal supervision.

As a core collaborator to the executive team, you will manage critical day-to-day operations—ranging from high-level calendar triage and client communication to CRM optimization, presentation design, and AI-driven workflow efficiency.

Key Responsibilities

1. Calendar & Executive Coordination

• Calendar Triage: Manage complex, global calendars, prioritizing high-value executive invitations, client meetings, and stakeholder sessions across multiple time zones.

• Meeting Logistics: Coordinate meeting logistics, handle scheduling, cancellations, and comprehensive follow-ups.

• Briefing & Summaries: Prepare detailed meeting agendas, pre-meeting briefing documents, and post-meeting summaries highlighting actionable next steps.

2. Advanced Communication & Email Management

• Inbox Optimization: Organize, prioritize, and manage high-volume executive inboxes. Categorize communications into action tiers (e.g., immediate responses, drafted replies for review, and urgent items requiring direct executive intervention).

• Stakeholder Relations: Draft concise, professional, and brand-aligned emails for clients, partners, investors, and vendors.

• Inquiry Handling: Act as a professional gatekeeper by answering inquiry calls and responding directly to support or service-related emails.

3. CRM & Data Pipeline Management

• Data Integrity: Input, organize, and maintain meticulous records of contacts, accounts, prospects, and transactions across platforms like Zoho, HubSpot, or custom CRMs.

• Pipeline Tracking: Monitor conversion stages, log communications, set automated reminders, and generate management-level performance dashboards or tracking spreadsheets.

4. Project Coordination & Operational Support

• Task Ownership: Track project timelines, balance workflows, and ensure critical milestones are met within defined timeframes.

• Market Research: Conduct targeted industry research, vet prospect lists, compile competitive pricing matrices, and deliver summarized "Cliff Notes" briefs for leadership decision-making.

• System Optimization: Proactively identify workflow inefficiencies and recommend software integrations or systemic improvements.

5. Presentation, Content & Brand Support

• Deck Design: Convert raw executive inputs into polished, high-impact investor pitch decks and client proposals using PowerPoint and Canva.

• Digital Presence: Schedule and post curated brand content across LinkedIn, Facebook, Instagram, and other channels.
  

Qualifications:

• Experience: A minimum of 1 year of experience as an Executive Assistant (specifically within relevant sectors like real estate, property management, or corporate environments) and a proven track record as an Executive Assistant, Operations Coordinator, or Financial Analyst supporting C-suite executives or owner-led organizations.

• Technical Agility: Advanced proficiency in modern digital work suites:

  • Workspaces: Microsoft 365 (Outlook, Teams, Excel, PowerPoint) and Google Workspace.

  • AI Tools: Hands-on experience with prompt management and tools like ChatGPT, Claude, or Microsoft Copilot to optimize tasks.

  • CRM & Software: Experience with platforms like Zoho, HubSpot, or industry-specific systems (e.g., KW Command, Procore) is highly desirable.

• Communication Mastery: Exceptional written and verbal English communication skills, with the ability to articulate complex concepts cleanly and match the executive’s professional voice.

• Execution Mindset: Highly structured, details-oriented, and focused on follow-through; a professional who prioritizes "on the fly" and takes absolute ownership of assigned tasks.

• Reliability & Infrastructure: High reliability with zero tolerance for attendance or scheduling issues. Must possess a dedicated workspace, a stable primary internet connection, and a robust hardware/power backup plan to ensure operational continuity.

Preferred Qualifications

• A background or strong interest in rapidly evolving fields such as Real Estate/Construction, PropTech, HealthTech, AI, or Capital Markets.

• Basic conceptual understanding of graphic design, layouts, or data visualization.

• Familiarity working with basic financial reports (e.g., balance sheets, P&L statements, or forecasting templates).

Technical Infrastructure:

• Computer Requirements (Primary & Backup):

  • Processor: at least Intel Processors 8th gen (quad-core) or higher,or a comparable AMD processor.

  • RAM: At least 8 GB of RAM.

  • Operating System: Windows 11 64-bit or a more recent version is required.

  • A dual monitor set-up is a plus.

• Internet Connection Requirements:

  • Main Connection: A stable internet connection with a minimum speed of 10 Mbps.

  • Backup Connection: An independent backup internet connection, also with a minimum speed of 10 Mbps.