Executive Assistant

Relay Human Cloud; Philippines; On-site; PHP 391,000 - 614,000; Full time

Job summary

Relay Human Cloud is seeking an organized and proactive Executive Assistant to support a US-based client from our Makati office on a night shift. You will manage calendars, handle communications, coordinate research, and ensure deadlines are met.

The role requires strong English communication, 2+ years in a similar role, and the ability to use AI tools for research and productivity. Flexibility and discretion are essential for this position.

Qualifications

• 2+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal English communication.
• High attention to detail with the ability to juggle multiple priorities.
• Proactive, resourceful approach with clear summaries.

Responsibilities

• Manage the executive's Outlook calendar, email, meetings, and daily agenda.
• Triage incoming emails and requests, flagging what needs immediate attention, follow-up, or escalation.
• Review letters and documents, research and summarize key points for the executive.
• Use AI tools and resources to research questions, analyze documents, and suggest next steps.
• Track projects, tasks, deadlines, and follow-ups to ensure nothing slips.
• Help prioritize daily work and handle routine decisions and follow-ups.
• Support client onboarding by gathering information and coordinating documents.
• Assist with billing and admin tasks, including reviewing billing details and updates.
• Prepare meeting agendas, notes, action items, and follow-up lists.
• Coordinate with clients, vendors, and other contacts on administrative matters.
• Keep digital files and records organized.
• Handle general office management and other executive support tasks as needed.
• Spot pending issues and follow up proactively.

Skills

Organization

Time management

English communication

Proactive research

Outlook & MS Office

AI tool literacy

Discretion

Adaptability

Tools

Outlook

MS Office

ChatGPT

Job description

The Role

We are looking for a highly organized and proactive Executive Assistant to be an executive's right hand, supporting a US-based client, working out of our Makati office on a night shift schedule. You will manage the executive's calendar and communications, keep projects and deadlines on track, and handle the first round of research and coordination on issues. This frees the executive to focus on high-priority work.

What You'll Do

• Manage the executive's Outlook calendar, email, meetings, and daily agenda
• Triage incoming emails and requests, flagging what needs immediate attention, follow-up, or escalation
• Review letters, documents, and correspondence from clients and external parties, then research and summarize the key points for the executive
• Use AI tools and other resources to research questions, analyze documents, and suggest next steps
• Track projects, tasks, deadlines, and follow-ups so nothing slips
• Help the executive prioritize daily work and take routine decisions and follow-ups off their plate
• Support client onboarding by gathering information, coordinating documents, and chasing outstanding items
• Assist with billing and administrative tasks, including reviewing billing details and coordinating updates
• Prepare meeting agendas, notes, action items, and follow-up lists
• Coordinate with clients, vendors, and other contacts on administrative matters
• Keep digital files, records, and documentation organized
• Handle general office management and other executive support tasks as needed
• Spot pending issues and follow up proactively instead of waiting for instructions

What You Bring

Required:

• 2+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role
• Strong organizational and time-management skills
• Excellent written and verbal English communicationHigh attention to detail and the ability to juggle multiple priorities
• A proactive, resourceful approach: you research an issue and bring back a clear summary rather than just passing it along
• Proficiency with Outlook and Microsoft Office
• Comfort using AI tools such as ChatGPT for research, document review, and productivity
• Sound judgment on when to handle an issue independently and when to escalation
• Discretion in handling confidential client and company information
• Flexibility to thrive in a role where responsibilities vary from day to day