Executive Assistant (Manila, Philippines)

24hours Group; Manila; Remoto; PHP 700.000 - 1.000.000; Tempo pieno

Descrizione del lavoro

24hours Group seeks a highly organized Executive Assistant to the Chief of Staff to provide administrative and coordination support in a fast-paced, remote-capable environment. You will manage schedules, coordinate meetings, track priorities, and ensure tasks and follow-ups are completed on time.

The ideal candidate is a self-starter who can work independently, maintain discretion, and communicate effectively with internal and external stakeholders.

Competenze

• At least 2–3 years of relevant executive assistant experience.
• Proven ability to work independently with minimal supervision.
• Experience in project management and business development activities.
• Strong organizational, time-management, multitasking, and prioritization skills.
• Excellent written and verbal communication.
• High discretion and integrity with confidential information.
• Proficiency in Microsoft Office or Google Workspace.
• Familiarity with remote collaboration tools such as Slack, Teams, Asana, or Trello.
• Ability to prepare reports, presentations, proposals, and documents.
• Willingness to work in a remote, full-time role during Pacific Time hours.

Mansioni

• 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 assigned responsibilities.
• Act as a representative of the Chief of Staff, coordinating requests with internal and external stakeholders.
• Manage calendars, appointments, meetings, and schedules; resolve conflicts.
• Manage emails and business communications as needed.
• Prepare meeting agendas, take minutes, and track action items.
• Organize and maintain digital files, documents, reports, and presentations.
• Monitor tasks, deadlines, and deliverables; follow up with team members.
• Assist in planning, coordinating, and monitoring projects; milestones and deadlines.
• Maintain project trackers and provide regular updates on status.
• Coordinate meetings, projects, and communications with stakeholders.
• Proactively anticipate needs and recommend solutions.
• Handle confidential information with discretion.
• Maintain task trackers and provide updates on pending items.
• Perform other administrative, operations tasks as required.

Conoscenze

Independent work

Time management

Communication

Discretion

Remote collaboration

Strumenti

Slack

Microsoft Teams

Asana

Trello

Google Workspace

Microsoft Office

Descrizione del lavoro

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the Chief of Staff to provide administrative, operational, and coordination support in a fast-paced work environment.

The ideal candidate is a self-starter who can work independently with minimal supervision, anticipate needs, manage competing priorities, and ensure that day-to-day activities run smoothly. This role requires excellent communication skills, strong time management, discretion in handling confidential information, and the ability to stay organized while working remotely.

The successful candidate will play an important role in helping the Chief of Staff manage schedules, coordinate meetings, track priorities, organize information, and ensure that important tasks and follow-ups are completed on time.

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

QUALIFICATION

At least 2–3 years of relevant work experience as an Executive Assistant.

Proven ability to work independently with minimal supervision and take initiative.

Experience or knowledge in project management and business development, including project coordination, lead generation, market research, client relationship management, and identifying potential business opportunities.

Strong organizational, time-management, multitasking, and prioritization skills.

Excellent written and verbal communication skills.

Strong attention to detail, accuracy, and follow-through.

Ability to manage multiple priorities, meet deadlines, and adapt to changing requirements.

Strong problem-solving, analytical, and research skills.

Ability to exercise sound judgment, maintain professionalism, and represent executive leadership appropriately when authorized.

High level of discretion and integrity when handling confidential information.

Proficiency in Microsoft Office or Google Workspace, including email, calendars, spreadsheets, and document preparation.

Familiarity with remote collaboration and project management tools such as Slack, Microsoft Teams, Asana, or Trello.

Ability to prepare reports, presentations, proposals, and other business documents.

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