Executive Assistant (ST - 07062024 - PTEA)

RippedBoxStation; Philippines; Remote; PHP 89,000 - 179,000; Part time

Job summary

RippedBoxStation in the Philippines is seeking a proactive Executive Assistant to support C-level executives. This remote role manages complex calendars, screens emails, and coordinates travel, while maintaining strict confidentiality and professional communication.

You will collaborate with teams, prepare materials, assist with meetings, and handle ad hoc tasks with minimal supervision, delivering accurate, timely results in a fast-paced environment.

Qualifications

• Experience as Virtual Executive Assistant for C-level executives.
• Familiarity with Apple products.
• Proficient with Canva for graphic design.
• Experience with desktop sharing, cloud services, and VoIP tools (GSuite, Zoom, Slack, Asana, Notion).
• Knowledge of online calendars and scheduling (Calendly, Google Calendar).
• Excellent written and spoken English communication.
• Discretion handling confidential information.
• Professional phone, email and instant messaging etiquette.
• Highly organized and detail-oriented; able to prioritize multiple tasks.
• Proactive mindset and able to work independently and in a team.

Responsibilities

• Maintain and coordinate executive calendars, scheduling meetings and travel.
• Serve as primary contact between executives and stakeholders, screening emails and calls.
• Plan and organize domestic and international travel itineraries.
• Prepare and edit reports, presentations, and documents; maintain filing system.
• Assist in preparing meeting agendas and distributing materials.
• Provide project support through research and data gathering.
• Handle confidential information with utmost discretion.
• Identify and resolve administrative issues proactively.
• Collaborate with team members to ensure smooth workflow and goals.
• Perform other ad hoc tasks as assigned.

Skills

Executive support

Calendar management

Communication skills

Discretion

Organizational skills

Independent worker

Tools

Canva

Apple familiarity

GSuite/Google Workspace

Zoom

Slack

Asana

Notion

Calendly

Google Calendar

Job description

Position: Executive Assistant

Number of hours: 10 hours/week

Schedule: EST

Tasks required:

• Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
• Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls
• Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed
• Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval
• Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
• Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
• Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
• Other ad hoc tasks that would be assigned

Requirements:

• Must have proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required
• Knowledgeable or at least familiar with apple products
• Hands-on experience in graphic design tools such as Canva
• Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
• Knowledge of online calendars and scheduling (Calendly, Google Calendar)
• Excellent verbal and written English communication skills
• Discretion and the ability to handle confidential information
• Excellent phone, email and instant messaging etiquette
• Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
• Adaptability and a proactive mindset
• Professional demeanor and strong interpersonal skills
• Ability to work independently and in a team-oriented environment
• Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision