Executive Assistant

The Back Room Limited; Philippines; On-site; PHP 446,000 - 1,004,000; Full time

Job summary

The Back Room Limited in the Philippines seeks an Executive Assistant to be the CEO's day-to-day partner. You’ll own the calendar, inbox, travel, expenses, and priorities, starting with structured guidance from the CEO and gaining independence as trust grows.

You’ll prepare agendas, capture minutes, coordinate cross-border travel, and manage executive communications. Requires 2+ years supporting a senior executive, excellent English, fluent Filipino, and proficiency with Google Workspace or MS

Qualifications

• 2+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant supporting a senior executive.
• Bachelor’s degree in Business Administration, Management, Communications, or related field.
• Excellent written and spoken English with ability to draft in an executive’s voice for international audiences; fluent Filipino.

Responsibilities

• Own the CEO’s calendar and coordinate Executive Leadership schedules across time zones.
• Triage inboxes, draft emails and executive correspondence for CEO review.
• Keep a running tracker of priorities and deadlines; follow up with owners.
• Prepare meeting agendas and circulate minutes within 24 hours.
• Coordinate domestic and international travel including visas, arrangements, and travel insurance.
• Process executive expenses and payments; reconcile with Finance.
• Lead weekly CEO dashboard reporting and coordination with department heads.
• Plan leadership meetings and company-wide events with Admin & Purchasing, People & Culture, Facilities.
• Serve as the link between the CEO and departments/external partners; escalate blockers early.

Skills

Executive Support

Calendar Management

Communication

English Proficiency

Google Workspace

Microsoft 365

Travel Coordination

Expense Processing

Education

Bachelor's degree in Business Administration/Management/related field

Tools

Google Workspace

Microsoft 365

Zoom

Teams

Slack

Sheets/Excel

Slides/PowerPoint

Job description

About The Back Room

We exist to free our clients' time so they can focus on what they do best - growing their business. We deliver smart, efficient solutions that liberate teams from the everyday admin, and we hold ourselves to the same standard. Time is the ultimate currency, and we treat it like it.

About the Executive Leadership Team

The Executive Leadership team sets the direction for The Back Room, steering client delivery, people, finance, and growth across our Philippine team and our client markets in New Zealand, Australia, and the US. They work closely with department heads, the PH operations team, clients, and external partners to turn strategy into day-to-day execution.

As the business grows, we’re looking for someone to protect the CEO's time and make sure what gets decided at the top actually gets done.

The Role

As Executive Assistant, you'll be the CEO's day-to-day operational partner. You'll own the calendar, the inbox flow, travel, expenses, and the follow-through on executive priorities. You'll start with structured guidance from the CEO and take on more independence as you build context and trust with leadership. Six to twelve months in, success means the CEO walks into every meeting prepared, rarely chases an action item, and trusts you to handle sensitive matters without a second thought.

What You'll Do

• Manage the CEO's calendar and coordinate Executive Leadership schedules across PH, NZ, AU, and US time zones, resolving conflicts based on the CEO's priorities.
• Triage the CEO's inbox, route requests to the right people, and draft emails, announcements, and executive correspondence for CEO review.
• Keep a running tracker of executive priorities and deadlines, and follow up with owners so nothing slips.
• Prepare agendas and briefing packs ahead of leadership meetings. Capture minutes, decisions, and action items, and circulate them within 24 hours.
• Coordinate domestic and international travel for the CEO and designated executives, including flights, accommodation, itineraries, visas, and travel insurance.
• Process executive expenses and payment approvals through ApprovalMax. Prepare liquidations and reconciliations and close them out with Finance.
• Run the weekly CEO Dashboard reporting cycle: collect updates from department heads, check them for completeness, and prepare the report for CEO review.
• Plan leadership meetings, executive events, and company-wide sessions with Admin & Purchasing, People & Culture, and Facilities.
• Keep CEO-assigned projects and AI initiatives moving by acting as the link between the CEO, departments, and external partners, and escalating blockers early.
• Provide personal executive support when needed, such as appointments, travel, insurance, and visa documentation for the CEO and family, with full discretion.

What We’re Looking For

• At least 2 years as an Executive Assistant, Personal Assistant, or Administrative Assistant directly supporting a senior executive.
• A bachelor’s degree in Business Administration, Management, Communications, or a related field.
• Excellent written and spoken English, strong enough to draft in an executive's voice for international audiences, plus fluent Filipino.
• Hands-on experience with Google Workspace and/or Microsoft 365, Zoom, Teams, Slack, Sheets/Excel, and Slides/PowerPoint.
• Experience booking international travel and handling visa and travel documentation.
• Comfort with basic finance admin, such as expense claims, liquidations, and reconciliations.
• A proven track record of handling confidential business and personal information with discretion.
• Flexibility to adjust your schedule when time zones or executive needs call for it.

Nice to Have

• Experience in a BPO, offshoring, or multinational environment.
• Experience with ApprovalMax or similar approval and expense tools.
• Regular use of AI tools (e.g., Claude) to draft, summarize, and organize work.
• Familiarity with NZ, AU, or US business norms.
• Working knowledge of the Data Privacy Act of 2012 (RA 10173).

Why This Role

Few roles put you this close to how a growing company is actually run. You'll work directly with the CEO and leadership team, see decisions made firsthand, and grow your scope as fast as you build trust, with real exposure to strategic projects and AI initiatives, not just the calendar.

This role is open to Philippine citizens currently based in the Philippines.

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