Executive Assistant to the CEO

Rippedboxstation; Philippines; Remote; PHP 344,000 - 689,000; Part time

Job summary

Rippedboxstation is seeking an Executive Assistant to the CEO to provide high-level administrative support for the CEO and Senior Leadership. This part-time role (20 hours/week) follows IST schedule, with responsibilities including calendar management, travel coordination, and confidential correspondence.

You will screen emails, draft replies, coordinate with internal and external stakeholders, prepare reports and presentations, and assist with meetings and project coordination.

Qualifications

• 3 years of experience as Virtual Executive Assistant to CEO or similar role.
• Proficient in G Suite, Zoom, Slack, Asana and Notion.
• Excellent written and verbal communication with senior management.
• Strong organizational skills and ability to prioritize multiple tasks.

Responsibilities

• Provide high-level confidential administrative support to the CEO and leadership team.
• Manage CEO calendar, schedules and travel arrangements.
• Screen emails and compose replies on behalf of the CEO.
• Act as primary liaison between executives and stakeholders.
• Plan and organize domestic and international travel itineraries.
• Prepare reports, presentations, and maintain filing system.
• Assist in meeting agendas, minutes, and distribution of materials.
• Provide project support through research and coordination.
• Handle sensitive information with discretion.
• Collaborate with teams to ensure smooth workflows.
• Take ad hoc tasks as assigned.

Skills

Executive support

Calendar management

Travel coordination

Verbal communication

Written communication

Discretion

Remote collaboration

Tools

G Suite

Basecamp

Zoom

Slack

Asana

Notion

Job description

Position: Executive Assistant to the CEO

Number of hours: 20 hours/week

Schedule: IST

Tasks

• Provide high-level confidential administrative support to the CEO first and foremost, and the Senior Leadership team as required.
• Manage and maintain CEO's extremely active calendar of appointments, schedules and travel arrangements.
• Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.
• 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 3 years of proven work experience as a Virtual Executive Assistant to the President/CEO or a relevant role
• Familiarity with current technologies, like desktop sharing, cloud services and VoIP (G Suite, Zoe, Basecamp, Zoom, Slack, Asana, Notion, etc.)
• Strong proficiency in office software and communication tools
• Knowledge of online calendars and scheduling (Calendly, Google Calendar)
• Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Discretion and the ability to handle confidential information
• Excellent phone, email and instant messaging communication skills
• 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