Executive Assistant & Client Coordinator

HireArchi; Metro Manila; Remote; PHP 911,000 - 1,052,000; Full time

Job summary

HireArchi is seeking an experienced executive assistant to support the leadership team from a fully remote location. You will manage calendars across time zones, coordinate client onboarding, and help with internal operations while learning how the company operates and building strong client relationships.

You will work with founders, coordinate onboarding plans, and ensure follow-ups and action items are tracked to keep projects moving smoothly.

Qualifications

• 3+ years as an executive assistant or similar role supporting senior leaders.
• Strong command of Microsoft 365 apps including Outlook calendar and email.
• Excellent written and spoken English for client communications with US business owners.
• Highly organized and detail-oriented with ability to juggle multiple pieces for several people.
• Proactive in follow-ups and handling confidential information.

Responsibilities

• Executive and leadership support: manage calendars, schedule, protect focus time, and resolve conflicts across time zones.
• Coordinate meetings with clients, prospects, partners, investors, and vendors; send invites, confirm attendees, and share agendas/materials.
• Triage and draft email responses; track open actions and follow-ups.
• Prepare meeting briefs and pull notes, summaries, and next steps from calls.
• Extend support to other leadership team members over time.
• Client kickoff and project coordination: run kickoff logistics and map onboarding plans.
• Internal operations: organize files, track product activation, and keep team docs current.

Skills

Excellent written English

Highly organized

Proactive

Multi-tasking

Tools

Microsoft 365 (Outlook, Teams, SharePoint)

Claude

Linear

Avoma

Company's own platform

Job description

Working Schedule: Monday – Friday, 8am – 5pm Eastern Standard Time

Work Arrangement: Fully Remote

Salary: $1,300 - $1,500

Employer: Software company located in Indianapolis, Indiana

Job Summary

You’ll be the operating backbone for the company's leadership team. The largest part of the job is classic executive support: calendars, meetings, inboxes, and follow-through for the company's two co-founders. The second part is coordinating how new clients get started, so the customer success team can spend its time with clients instead of chasing calendars. You will be a working member of the team, not a task queue. You will learn how the company operates and get to know the clients.

Key Responsibilities

1. Executive and leadership support

• Own the calendars for both co-founders: schedule, reschedule, protect focus time, and resolve conflicts across time zones.

• Coordinate meetings with clients, prospects, partners, investors, and vendors, including sending invites, confirming attendees, and sharing agendas and materials ahead of time.

• Triage and draft email responses, keep follow-ups from slipping, and track open action items after meetings.

• Prepare meeting briefs and pull together notes, summaries, and next steps from recorded calls.

• Over time, extend the same support to other members of the leadership team.

2. Client kickoff and project coordination

• When a new client signs, run the kickoff logistics, identify the key people on the client side and on the company side, and make sure everyone knows their role.

• Send intake surveys and questionnaires to new clients to gather details about their company, team, and goals, then follow up until they are complete.

• Work with each client to map out their onboarding meeting plan: which sessions are needed, what each one covers, when it should happen, and who needs to attend.

• Get that full meeting plan on the calendar with the client and keep it on track as dates move.

• Follow up with clients after each meeting: send recaps and next steps, and chase open items, surveys, and action items until they are done.

• Take the bulk of scheduling work off our customer success lead so he can stay focused on the client relationship.

• Keep simple, accurate records of where each client is in onboarding and flag anything that is stuck.

3. Internal operations

• Help with general internal coordination beyond calendars and email, such as tracking product activation for new clients, organizing shared files, and keeping team documentation current.

• Spot repeat work and suggest better ways to handle it.

• Pick up ad hoc projects as the company grows.

Requirements

• 3+ years as an executive assistant, project coordinator, operations coordinator, or similar role supporting senior leaders.

• Strong command of Microsoft 365, especially Outlook calendar and email, Teams, and SharePoint.

• Excellent written and spoken English. You will write directly to our clients, who are business owners and technology leaders in the US.

• Highly organized, detail-oriented, and comfortable juggling many moving pieces for several people at once.

• Proactive. You follow up without being asked and raise problems early.

• Sound judgment with confidential information.

• Able to work consistently during US Eastern business hours.

Nice to Have

• Experience at a startup or small, fast-moving company.

• Experience coordinating client onboarding or implementation projects at a software, SaaS, or IT services company.

• Familiarity with the MSP or IT services industry.

• Experience with project or ticket tracking tools (we use Linear) and meeting recording tools (we use Avoma).

Tools

• Microsoft 365 (Outlook, Teams, SharePoint)

• Claude

• Linear

• Avoma

• Company's own platform