Executive Assistant to Co-Owners (Hybrid)

Prime IT Inc; Quezon City; Hybrid; PHP 800,000 - 1,200,000; 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 IT Inc. in the Philippines is seeking an Executive Assistant to provide proactive administrative and operational support to company leadership. You will manage calendars, communications, meetings, and documents while supporting sales, marketing, and operations tasks.

The role requires proactive, detail-oriented work in a remote-friendly environment with full-time hours during US Central Time business hours (8:00 AM–5:00 PM CT).

Qualifications

• 3+ years of experience in a Virtual Assistant/Executive Assistant/Administrative role.
• Experience supporting US-based leaders or teams remotely.
• Strong knowledge of Microsoft 365 applications (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Experience with CRM systems such as GoHighLevel or HubSpot.
• Experience in IT/ MSP/ SaaS or tech environments is a plus.
• Excellent written and verbal English communication.
• Highly organized with attention to detail and follow-through.
• Able to manage multiple priorities and work independently.
• Discretion handling confidential information.
• Able to coordinate with leadership, customers, partners, vendors, and internal teams.

Responsibilities

• Manage leadership calendars and schedule internal, customer, partner, and vendor meetings.
• Send invitations, links, confirmations, and reminders.
• Monitor inboxes and flag items needing attention; draft routine email responses.
• Schedule meetings from sales development activities when needed.
• Attend meetings as a note-taker and document key decisions and next steps.
• Maintain action-item trackers and follow up on deadlines and tasks.
• Prepare meeting agendas and gather relevant documents in advance.
• Ensure action items are tracked through to completion.
• Create, edit, and format documents and presentations; manage files in Microsoft 365/SharePoint.
• Maintain trackers for vendors, contracts, renewals, subscriptions, and licenses.
• Support sales, marketing, and onboarding activities; assist with CRM administration.

Skills

3+ years experience

US-based leadership support

Microsoft 365 proficiency

CRM experience

IT/tech environment

English communication

High organization

Multitasking

Independent work

Discretion with confidential info

Tools

Microsoft 365

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Job 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.

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).

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.