Executive Assistant

Hire Kaya LLC.; Philippines; On-site; PHP 3,774,000 - 5,660,000; Full time

Job summary

Hire Kaya LLC. is hiring two Executive Assistants to join the deal-team EA bench of a US-based private equity firm. Both seats support senior investment professionals and share the same standard: professional, responsive, and proactive enough to take ownership of the work rather than just executing what’s asked.

This is high-touch support for a fast-moving deal team. You’ll keep calendars clean, travel seamless, and expenses in order, while building enough trust with the people you support that

Qualifications

• Proven experience providing high-touch executive support to multiple senior leaders.
• Experience supporting executives in private equity or a PE-backed company.
• Strong follow-through with no dropped tasks or missed confirmations.
• Experience coordinating complex, frequent travel and contingency planning.
• Extreme attention to detail and accuracy under tight deadlines.
• Ability to work independently, use sound judgment, and escalate appropriately without close supervision.
• Comfort handling sensitive financial information within an expense policy.

Responsibilities

• Monitor executives' calendars daily to catch conflicts and resolve them before emergencies.
• Reschedule meetings quickly, confirm changes with all parties, and ensure no dropped follow-ups.
• Coordinate across multiple calendars, including EAs and external contacts, with tact.
• Confirm attendees and balance schedules across all supported.
• Coordinate logistics for in-person meetings with the on-site EA team (rooms, setup, catering).
• Book and manage domestic and international travel with attention to preferences and policy.
• Arrange ground transportation, monitor flights, and propose rebooking options as needed.
• Coordinate hotels and itineraries, sample travel preferences, and use company cards for bookings within policy.
• Collect receipts, code expenses to the correct deal, and submit reports timely via Expensify.
• Use Microsoft Teams as primary channel and email for lower-priority items.
• Acknowledge requests promptly with next steps, even if unresolved immediately.
• Handle calendar items within 20–30 minutes during business hours.

Skills

Executive support

Calendar management

Travel planning

Expense management

Communication

Independent work

Attention to detail

Private equity experience

Tools

Microsoft Teams

Expensify

Job description

We're hiring two Executive Assistants to join the deal-team EA bench of a US-based private equity firm. Both seats support senior investment professionals and share the same standard: professional, responsive, and proactive enough to take real ownership of the work rather than just executing what's asked.

This is high-touch support for a fast-moving deal team. You'll keep calendars clean, travel seamless, and expenses in order, while building enough trust with the people you support that you can step in and own what's needed. Promptly acknowledging every request, even before you have the full answer, is a core expectation of this role.

Working hours: 9:00 AM to 6:00 PM US Central Time

What You'll Do

Calendar & Meeting Coordination

• Monitor executives' calendars daily to catch and resolve conflicts before they become day-of emergencies
• Reschedule conflicting or canceled meetings quickly and confirm changes with all parties, with no dropped follow-ups
• Coordinate across multiple calendars, including other EAs and external contacts, with tact and professionalism
• Confirm exactly who needs to attend before scheduling group calls, and balance schedules fairly across everyone supported
• Coordinate logistics for in-person meetings with the on-site EA team, including room reservations, setup, and catering

Travel & Expense Management

• Book and manage domestic and occasional international travel, with direct flights strongly preferred
• Arrange ground transportation for every traveler on both ends of every trip, timed against real-world traffic
• Monitor flights in real time and propose rebooking options before being asked when delays or cancellations occur
• Coordinate hotels and itineraries across all travelers on group trips; shortlist hotels near meetings and learn preferences well enough to book directly over time
• Apply each person's travel preferences (seats, loyalty programs, TSA PreCheck/Global Entry) consistently without reminders
• Book travel on a company-issued virtual card, stay within expense policy while prioritizing comfort and convenience, and flag any out-of-policy spend before booking
• Collect receipts, code expenses to the correct deal or cost center, and submit reports through Expensify on time
• Use Microsoft Teams as the primary channel, with email for lower-priority items
• Acknowledge every request promptly with a quick confirmation and next steps, even when it can't be resolved right away
• Handle standard requests, such as calendar items, within 20–30 minutes during business hours
• Treat travel disruptions and time-sensitive issues as immediate, with a direct phone line available for escalation
• Close out non-urgent follow-ups the same business day

Personal & Ad Hoc Support

• Assist with select personal tasks, such as booking appointments or similar errands, that the executives don't otherwise have time to handle

What We're Looking For

Non-Negotiables

• Proven experience providing high-touch executive support, ideally to multiple senior leaders at once
• Experience supporting executives in private equity or at a PE-backed company
• Strong track record of full follow-through, with no dropped tasks or missed confirmations
• Experience coordinating complex, frequent travel, including contingency planning for delays and disruptions
• Extremely detail-oriented, with a near-zero error rate on recurring tasks
• Able to work independently, exercise sound judgment, and escalat[e] appropriately without close supervision
• Comfortable handling sensitive financial information within a defined expense policy
• Composed and steady with direct, businesslike communication, and able to take candid feedback constructively

Preferred Qualifications

• Proficiency with Microsoft Teams, Expensify, and standard scheduling and calendar tools
• Comfort working with AI-assisted tools and workflows within data-security and compliance requirements
• A habit of anticipating needs, such as preferred hotel styles or travel routines, rather than waiting for detailed instructions
• Strong interpersonal and diplomatic skills, with a track record of building good working relationships with fellow EAs, not just the executives supported