Executive Assistant

Shipzy PH; Silang; On-site; PHP 500,000 - 800,000; Full time

Job summary

Shipzy PH is seeking an experienced Executive Assistant to directly support the Founder. This role combines executive and personal tasks, maintaining calendars, coordinating meetings, and handling confidential information with discretion.

You will manage multiple stakeholders, draft communications, prepare materials, and handle travel and logistical arrangements. The position requires professionalism, reliability, and the ability to anticipate needs and act independently where appropriate.

Qualifications

• Discretion in handling confidential business, financial and personal matters.
• Strong organisation skills to manage two calendars and competing priorities.
• Maintains composure and professionalism in fast-moving or demanding situations.
• Demonstrates emotional maturity and adaptability to different working styles.
• Excellent written and verbal English communication at a senior level.
• Shows initiative, judgement and ability to work independently or seek guidance as needed.
• Reliable and responsive with flexibility for occasional after-hours work.
• Attention to detail to catch errors and keep schedules accurate.
• Experience supporting a founder, CEO, or senior executive is strongly preferred.

Responsibilities

• Diary management: run the executive calendar across time zones, prioritise meetings, resolve conflicts, and provide daily briefing.
• Coordinate internal, board, investor, banking and audit meetings; prepare agendas and briefing packs; take minutes and follow up on actions.
• Manage inboxes and correspondence; draft emails and letters; act as main contact for stakeholders.
• Prepare, format and proofread presentations, reports, and approval documents; organise files and records.
• Track key business, finance and compliance deadlines.
• Arrange travel, accommodation, visas and itineraries; adapt plans as priorities shift.
• Assist with confidential personal tasks for the Founder as needed.
• Coordinate with department heads and external parties to gather information and move work forward.
• Support special projects and other tasks as requested by the Founder.

Skills

Discretion

Organisation

Composure under pressure

Emotional maturity

Clear communication

Initiative

Reliability

Attention to detail

English proficiency

Job description

About the Role

We are looking for an experienced Executive Assistant to support the Founder. This is a close, high-trust role covering business and personal matters for the Founder. The right person will keep executive days running smoothly, stay a step ahead, and act as a dependable point of contact for the other departments, and external parties.

Key Responsibilities

• Diary management. Run the executives' calendar across multiple time zones, prioritise meeting requests, resolve conflicts, and send a clear daily briefing of the next day's schedule, including timings, locations and travel.
• Meeting coordination. Organise internal, board, investor, banking and audit meetings; prepare agendas and briefing packs; take minutes and follow up on action points.
• Communications. Manage inboxes and correspondence, draft emails and letters, and act as the first point of contact for internal and external stakeholders.
• Reports and documents. Prepare, format and proofread presentations, reports and approval documents, and keep files and records well organised and easy to retrieve.
• Deadline tracking. Keep track of key business, finance and compliance deadlines.
• Travel and logistics. Arrange travel, accommodation, visas and itineraries, and re-plan quickly when priorities shift.
• Personal matters. Support the Founder with confidential personal tasks and arrangements as needed.
• Stakeholder liaison. Coordinate with department heads and external parties to gather information, chase approvals and keep work moving.
• Ad-hoc support. Support special projects and other tasks as requested by the Founder.

What We're Looking For

• Discretion. You handle confidential business, financial and personal matters, and you treat that trust as non-negotiable.
• Strong organisation. You manage two busy calendars and competing priorities without letting things slip.
• Composure under pressure. You stay calm, organised and professional in fast-moving or demanding situations.
• Emotional maturity. You read the room well, adapt to different working styles, and don't take things personally.
• Confidence with respect. You are comfortable offering an opinion or recommending a better approach, while understanding professional boundaries.
• Openness to feedback. You welcome direction and constructive criticism and use it to improve.
• Initiative and sound judgement. You anticipate needs, bring solutions rather than problems, and know when to act independently and when to check in first.
• Comfort with numbers. You are at ease working with financial documents and reports; an accounting qualification is not required.
• Clear communication. You write professional, concise emails and documents in English and communicate confidently at a senior level.
• Reliability. You are responsive and understand that the role will sometimes require availability outside standard hours.
• Attention to detail. You manage multiple priorities, deadlines and last-minute changes, and catch errors before they reach either executive.
• Technical skills
• Experience. Previous experience supporting a founder, CEO, investor or other senior executive is strongly preferred.