Executive Assistant To Co-Owners (Hybrid)

Prime System Solutions; Philippines; Hybrid; PHP 614,000 - 949,000; Full time

Benefits offered by this job

Prime Office Location

Modern Workspace

Paid Leave

HMO Benefits

Government-Mandated Benefits

Fun & Collaborative Culture

Job summary

Prime System Solutions is seeking an Executive Assistant to support the Co-Owners in a hybrid role based in Quezon City, Philippines. The position requires managing calendars, emails, documents, and coordination with sales, marketing, and operations teams while supporting leadership remotely during US Central Time business hours.

The ideal candidate will be highly organized, proactive, and able to handle confidential information with discretion, delivering reliable administrative and operational

Qualifications

• 3+ years of experience as Virtual Assistant/Executive Assistant or similar role.
• Experience supporting US-based leaders remotely.
• Strong knowledge of Microsoft 365 (Outlook/Teams/Word/Excel/PowerPoint/SharePoint).
• CRM experience with GoHighLevel, HubSpot or similar platforms.
• Experience in IT/MSP/SaaS/tech environment is a plus.
• Fluent written and spoken English.

Responsibilities

• Manage leadership calendars and schedule internal, customer, partner, and vendor meetings.
• Send meeting invitations, links, confirmations, and reminders.
• Monitor and organize inboxes; flag important items.
• Draft routine email responses for review and approval.
• Coordinate meetings from sales development activities as needed.
• Attend internal meetings as note-taker and document key decisions and actions.
• Maintain action-item trackers and follow up on deadlines.
• Prepare meeting agendas and gather relevant documents.
• Create, edit, and format documents, spreadsheets, and presentations.
• Maintain organized files in Microsoft 365 and SharePoint.
• Maintain trackers for vendors, contracts, renewals, subscriptions, and software licenses.
• Build and maintain lead lists; update CRM records; assist with social media scheduling and marketing coordination.
• Support event and webinar logistics; conduct basic research on prospects and partners.

Skills

English communication

Highly organized

Multitasking

Remote collaboration

Calendar management

Tools

Microsoft 365

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

GoHighLevel / HubSpot CRM

Job description

Executive Assistant to Co-Owners (Hybrid)

Company: Prime System Solutions Job Type: Full Time Quezon City, Philippines

Job Description - Executive Assistant to Co-Owners (Hybrid)

Description

Shift Schedule & Work Setup:

• Eastern Timezone (Night Shift in PH)
• Hybrid Setup (3x Office, 2x WFH weekly)|Office Location:(GreatWork Studio) ABDC Building, Sct. Rallos, cor Sct. Tuason St, Diliman, Quezon City, Metro Manila

Job Summary:

We are looking for a highly organized and dependable Executive Assistant to provide administrative and operational support to company leadership. The role will help keep calendars, communications, meetings, documents, systems, and follow-ups organized while supporting day-to-day sales, marketing, and operations activities.

The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities while working independently in a remote environment.

Key Responsibilities:

Calendar & Inbox Management

• Manage leadership calendars and schedule internal, customer, partner, and vendor meetings.
• Send meeting invitations, links, confirmations, and reminders.
• Monitor and organize inboxes, prioritize important messages, and flag items requiring attention.
• Draft routine email responses for review and approval.
• Schedule meetings generated through sales development activities as needed.

Meeting & Follow-Up Support

• Attend internal meetings as a note-taker and document key decisions, action items, and next steps.
• Maintain shared action-item trackers and follow up on pending tasks and deadlines.
• Prepare meeting agendas and gather relevant documents and information in advance.
• Ensure agreed action items are properly tracked through completion.

Document & File Management

• Create, edit, and format documents, spreadsheets, presentations, and other business materials.
• Maintain organized files and folders within Microsoft 365 and SharePoint.
• Maintain trackers for vendors, contracts, renewals, subscriptions, and software licenses.
• Ensure documents and records are accurate, organized, and up to date.

Sales & Marketing Support

• Build, update, and maintain lead lists for the sales development team.
• Maintain accurate CRM records and support basic CRM administration.
• Assist with scheduling approved social media content and coordinating marketing activities.
• Support event and webinar logistics, including scheduling and administrative coordination.
• Conduct basic research on companies, prospects, partners, events, and other business-related topics.

Operations & Administrative Support

• Coordinate with vendors and assist with collecting and organizing invoices, receipts, and other documentation.
• Support onboarding activities for new customers and partners, including paperwork, scheduling, and coordination with the technical team.
• Maintain simple processes, checklists, and documentation for recurring administrative tasks.
• Provide general administrative support to leadership and assist with other operational tasks as needed.

Requirements

Skills, Knowledge, and Expertise

• 3+ years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Office Coordinator, or similar role.
• Experience supporting US-based leaders or teams remotely.
• Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience using a CRM system such as GoHighLevel, HubSpot, or similar platforms.
• Experience in an IT, MSP, SaaS, or technology environment is an advantage.
• Excellent written and verbal English communication skills.
• Highly organized with strong attention to detail and follow-through.
• Able to manage multiple priorities and work independently with minimal supervision.
• Professional, reliable, and able to handle confidential information with discretion.
• Comfortable coordinating with leadership, customers, partners, vendors, and internal teams.
• Willing to work full-time during US Central Time business hours (8:00 AM–5:00 PM CT).

Benefits

Why You'll Love Working with Us:

• Prime Office LocationConvenient location with easy access to public transportation, dining, and nearby establishments.
• Modern WorkspaceEnjoy a comfortable, well-equipped office with modern amenities.
• Paid LeaveTake time off to recharge, starting upon regularization.
• HMO BenefitsComprehensive healthcare coverage as soon as you're regularized.
• Government-Mandated BenefitsAll statutory benefits such as SSS, PhilHealth, and Pag-IBIG are fully provided.
• Fun & Collaborative CultureBe part of a dynamic team that values creativity, innovation, and teamwork.

NOTE:

This is afull-timeemployment position andNOTan Independent Contractor arrangement. It comes withgovernment-mandated contributions and benefits.

A background check is part of our hiring process and will be completed before moving to the job offer stage. We kindly ask applicants to have the necessary details ready in advance to keep things smooth and hassle-free.