Executive Assistant (Laguna, Philippines)

24hours Group; Laguna; Hybrid; PHP 312,000 - 580,000; Full time

Job summary

24hours Group is seeking an experienced Executive Assistant to provide comprehensive administrative and executive support to the Chief of Staff. This full-time, work-from-home role is based in the Philippines and requires proactive, professional, and confidential handling of duties.

You will manage calendars, prepare agendas, take minutes, coordinate with internal and external stakeholders, and maintain project trackers to ensure milestones are met.

Qualifications

• Experience supporting executive leadership or C-suite preferred.
• Excellent organizational and communication skills.
• Ability to work independently with minimal supervision.

Responsibilities

• Provide administrative and executive support to the Chief of Staff to ensure efficient day-to-day operations.
• Work independently with minimal supervision and take ownership of responsibilities.
• Act as a representative of the Chief of Staff, coordinating with internal and external stakeholders.
• Manage calendars, appointments, meetings, and schedules, resolving conflicts.
• Manage emails, correspondence, and other business communications.
• Prepare meeting agendas, take minutes, and track action items.
• Organize and maintain digital files, documents, and reports.
• Monitor tasks and deadlines, coordinating with team members to ensure timely completion.
• Assist in planning, coordinating, and monitoring projects to meet milestones.
• Maintain project trackers and provide regular updates on status and actions.
• Coordinate meetings and communications with stakeholders.
• Anticipate needs and identify solutions; handle confidential information professionally.
• Provide regular updates on pending items and priorities.

Skills

Administrative support

Calendar management

Communication

Zoom proficiency

Tools

Zoom

Job description

JOB RESPONSIBILITIES

Provide administrative and executive support to the Chief of Staff to ensure efficient day-to-day operations.

Work independently with minimal supervision, take ownership of assigned responsibilities, and make sound decisions within the scope of the role.

Act as a representative of the Chief of Staff when authorized, communicating with internal and external stakeholders, coordinating requests, and following through on matters on their behalf.

Manage calendars, appointments, meetings, and schedules, including coordinating meeting arrangements and resolving scheduling conflicts.

Manage emails, correspondence, and other business communications as needed.

Prepare meeting agendas, take meeting minutes, and track action items to ensure timely follow-ups.

Organize and maintain digital files, documents, reports, presentations, and other business records.

Monitor tasks, deadlines, and deliverables, following up with relevant team members to ensure timely completion.

Assist in planning, coordinating, and monitoring projects to ensure milestones, deliverables, and deadlines are met.

Maintain project trackers, monitor progress, coordinate with stakeholders, and provide regular updates on project status and pending action items.

Coordinate meetings, projects, and communications with internal and external stakeholders.

Proactively anticipate the Chief of Staff’s needs, identify potential issues, and recommend solutions.

Handle confidential information with professionalism, discretion, and integrity.

Maintain task trackers and provide regular updates on pending items, priorities, and completed tasks.

Perform other administrative, operational, and coordination tasks as required to support the Chief of Staff.

Requirements

WORK FROM HOME REQUIREMENTS

Must be available for a full-time, work-from-home position during agreed working hours (Pacific Standard Time).

Must be comfortable remaining on Zoom with the camera turned on throughout the entire work shift, except during scheduled breaks or as otherwise agreed.

Must have a reliable, high-speed internet connection, a functional webcam, a clear audio setup, and a quiet, professional home workspace.

Must maintain a professional appearance and remain attentive, engaged, and responsive during working hours.

Must be comfortable with regular virtual communication and collaboration with the Chief of Staff and other team members.

WFH-MINIMUM TECHNICAL REQUIREMENTS:

• 1.Computer Specifications


• Processor: Core i7 11th generation (and above)


• Core i5 13th generation (and above)


• RAM: Minimum of 12 GB


• Storage: 128 GB SSD or higher


• Graphics: 2 GB graphics memory


• RAM: Minimum of 12 GB


• Storage: 128 GB SSD or higher


• Graphics: 2 GB graphics memory


• Processor: Core i7/ i5 / M1/ M2


• RAM: Minimum of 12 GB


• Storage: 128 GB SSD or higher


• Graphics: 2 GB graphics memory

Additional Requirements

Mouse & keyboard

2. Main Internet Speed Requirement

• Jitter: below 10ms


• Latency: below 160ms


• Upload: more than 25mbps


• Download: more than 40 mbps

Using internet speedtest: VoIP Speed Test | 8x8 // Aircall’s VoIP Speed Test | Aircall // VoIP Speed Test: Check Your Network Reliability ( getvoip.com )

Additional Requirements

LAN-cabled internet required

3. Power Backup

A reliable power backup that could sustain a minimum of 8 hours (full shift)

Examples: Generators // Solar Panels // Portable power inverters etc. (UPS is not enough)

4. Internet Backup (Secondary internet)

• Jitter: below 10ms


• Latency: below 160ms


• Upload: minimum of 25mbps


• Download: minimum of 25mbps