Executive Assistant

Ataraxis; Manila; On-site; PHP 2,208,000 - 3,470,000; Full time

Job summary

Ataraxis is seeking a proactive Executive Assistant to support U.S.-based executives. The role focuses on calendar management, email handling, travel coordination, and preparing documents to ensure smooth daily operations.

The ideal candidate will coordinate across time zones, manage confidential information, and collaborate with internal teams to keep projects on track while delivering professional, timely communication. This is a full-time role based in Metro Manila, with hours aligned to U.S.

Qualifications

• Experience as Executive/Administrative Assistant supporting U.S.-based executives.
• Excellent written and verbal English communication.
• Strong organizational and time-management skills.
• Proficiency with Google Workspace and Microsoft Office.
• Ability to coordinate calendars, meetings, and travel across time zones.

Responsibilities

• Manage executive calendars, meetings, and travel itineraries.
• Draft and respond to routine emails; monitor inbox.
• Prepare reports, presentations, and business documents.
• Coordinate with internal teams, clients, and partners.
• Maintain confidential information with discretion.
• Track deadlines and progress on ongoing projects.

Skills

Calendar management

Email management

Travel coordination

Executive support

Project coordination

Tools

Google Workspace

Microsoft Office

Asana

Trello

Slack

Job description

We are looking for a proactive and dependable Executive Assistant to provide administrative and organizational support to U.S.-based executives. The ideal candidate will help manage daily schedules, coordinate meetings, handle correspondence, prepare documents, and assist with various administrative tasks to ensure efficient day-to-day operations.

Key Responsibilities:

• Calendar and Schedule Management
  • Manage executive calendars, appointments, and daily schedules.
  • Coordinate meetings across different time zones.
  • Schedule, reschedule, and confirm appointments.
  • Send meeting invitations and reminders.
• Email and Communication Management
  • Monitor and organize executive email inboxes.
  • Draft, review, and respond to routine emails on behalf of executives.
  • Handle incoming communications and direct inquiries to the appropriate person.
  • Maintain professional communication with clients, partners, and team members.
• Meeting and Travel Coordination
  • Arrange meetings, prepare agendas, and organize necessary documents.
  • Take meeting notes and distribute action items when needed.
  • Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
  • Prepare travel itineraries and manage booking details.
• Administrative and Operational Support
  • Prepare reports, presentations, spreadsheets, and other business documents.
  • Organize and maintain digital files and records.
  • Assist with expense tracking, invoice processing, and reimbursement requests.
  • Conduct online research and gather information for business-related tasks.
  • Monitor deadlines and follow up on pending tasks.
• Executive Support and Coordination
  • Assist executives with daily priorities and ongoing projects.
  • Coordinate with internal departments, clients, and external partners.
  • Help track project progress and ensure assigned tasks are completed on time.
  • Handle confidential business information with professionalism and discretion.

Requirements:

• Previous experience as an Executive Assistant, Administrative Assistant, Personal Assistant, or in a similar role.
• Experience supporting U.S.-based executives or companies.
• Excellent written and verbal English communication skills.
• Strong organizational, time management, and coordination skills.
• Ability to manage calendars, emails, meetings, and multiple administrative responsibilities.
• Proficiency in Google Workspace and Microsoft Office.
• Familiarity with project management and communication tools such as Asana, Trello, Slack, or similar platforms.
• Ability to work independently and anticipate executive support needs.
• Comfortable working with U.S. business hours and different time zones.
• Ability to handle confidential information professionally.

Preferred Qualifications:

• Previous experience working remotely with U.S.-based executives.
• Experience coordinating domestic and international travel.
• Familiarity with CRM systems and project management platforms.
• Experience preparing executive reports, presentations, and business correspondence.