Executive Assistant (Mac & Apple Ecosystem Required)

Global BPO Solution Ltd.; Manila; Remote; PHP 900,000 - 1,300,000; Full time

Benefits offered by this job

Paid vacation and sick leave

Job summary

Smart Outsourcing Solution is seeking an experienced Executive Assistant to support a US-based marketing consultant and fractional CMO across professional and personal duties. The role goes beyond calendar management to oversee information flow, notes, deliverables, content, and business operations with minimal supervision.

Candidates should have 3–5 years of relevant experience, exceptional written English, and the ability to manage complex workflows while maintaining strong discretion.

Qualifications

• 3–5 years of EA/PA/Chief of Staff experience supporting senior leaders remotely.
• Excellent written English and professional communications voice.
• Ability to manage multiple responsibilities with minimal supervision.
• Strong project coordination with deadlines and progress tracking.
• Good judgment and discretion handling confidential information.
• Willingness to work US Eastern business hours.
• Frequent use of AI tools to support workflows and QA outputs.

Responsibilities

• Manage a complex calendar including client meetings, academic commitments, business activities, and personal appointments.
• Screen, prioritize, draft, and manage emails across multiple accounts.
• Send communications on behalf of the executive within guidelines.
• Schedule meetings, set up Google Meet calls, and prepare materials in advance.
• Identify conflicts, follow up on overdue items, and flag concerns.
• Respond promptly to inbound leads during business hours and direct them appropriately.
• Manage Notion as the central system for records, workflows, and projects.
• Convert meeting recordings into summaries, action items, decisions, deadlines, and ownership.
• Own agreed deliverables across business, academic, and personal contexts.
• Create and maintain lecture and presentation decks.

Skills

Calendar management

Email management

Project coordination

Discretion

Written English

Independent work

AI prompt writing

AI evaluation

Tools

Notion

Claude AI

Google Meet

MacOS

Job description

About the role

We are looking for an experienced, self-directed Executive Assistant to support a US-based marketing consultant and fractional CMO across multiple professional and personal responsibilities, including a marketing consultancy, university teaching role, and personal commitments. This is not an entry-level position. You will be trusted with meaningful responsibility from day one and expected to manage complex workflows with minimal supervision. The role goes beyond calendar management and administrative support. You will oversee the flow of information, meeting notes, deliverables, content production, and business operations, ensuring that everything is organized, tracked, and followed through.

Key responsibilities

• Manage a complex calendar covering client meetings, academic commitments, business activities, and personal appointments

• Screen, prioritize, draft, and manage emails across multiple accounts

• Send communications on behalf of the executive within agreed guidelines

• Schedule meetings, set up Google Meet calls, and prepare materials in advance

• Proactively identify scheduling conflicts, follow up on overdue items, and flag outstanding concerns

• Respond promptly and professionally to inbound leads during business hours and direct them to the appropriate process

• Manage and maintain Notion as the central system for records, workflows, and ongoing projects

• Convert meeting recordings into clear summaries, action items, decisions, deadlines, and ownership assignments

• Take ownership of agreed deliverables across business, academic, and personal contexts

• Create and maintain lecture and presentation decks

About you

• At least 3–5 years of experience as an Executive Assistant, Personal Assistant, Chief of Staff, or Operations Manager supporting a senior leader or business owner remotely

• Exceptional written English, with the ability to draft professional communications in the executive's voice for clients, vendors, and students

• Demonstrated ability to independently manage multiple responsibilities with minimal supervision

• Strong project coordination skills, including setting deadlines, tracking progress, and proactively addressing delays

• Sound judgment and the ability to make recommendations rather than simply waiting for instructions

• High level of discretion when handling confidential client, student, financial, and personal information

• Willingness and ability to work US Eastern business hours

• Regular use of macOS as your primary operating system, with access to a MacBook or iMac

• Daily hands-on experience using Claude or a comparable AI assistant in a professional setting

• Ability to write effective prompts, evaluate AI-generated output critically, and make appropriate corrections

Benefits

• Paid vacation and sick leave, plus applicable local public holidays