Executive Assistant to the CEO

Baden Bower; Philippines; On-site; PHP 1,016,000 - 1,216,000; Full time

Job summary

Baden Bower is seeking an Executive Assistant to the CEO with AI experience to serve as the CEO's right hand across executive support and operational coordination.

You will manage calendars, track company rhythm, and coordinate with department leads to ensure strategy and growth stay on course. Strong English, initiative, and organized work style are essential.

Qualifications

• 3+ years of operations or executive support experience in an agency/BPO environment.
• Strong written and verbal English communication skills.
• Proactive self-starter who initiates action and accepts ownership.

Responsibilities

• Run daily check-ins with department leads to track progress and blockers.
• Monitor delivery performance and operational health across teams.
• Manage CEO’s calendar, meeting prep, and follow-ups; gate communications.

Skills

HubSpot

Slack

English

Communication

Organization

Tools

Slack

HubSpot

Job description

Executive Assistant to the CEO (With AI Experience)

Salary: Up to 100k PHP monthly

Baden Bower is one of the world's leading PR agencies, revolutionizing how businesses build credibility and visibility through strategic publicity. We serve clients across 37 countries, delivering guaranteed media placements in prestigious outlets including Forbes, Entrepreneur, Fast Company, Vanity Fair, and Associated Press. Named a top 10 PR agency by Rolling Stone UK in 2025, we're growing rapidly and looking for exceptional talent to join our team.

About the Role

We are looking for an Executive Assistant to the CEO who can serve as the right hand of the CEO across both executive support and operational coordination. This is not a traditional EA role. Beyond calendar management and admin, you will carry operational authority over the daily rhythm of the company: coordinating with department leads, tracking work to completion, and filtering issues so the CEO can focus on strategy and growth.

Roles and Duties

Operations Coordination

• Run daily check-ins with department leads to track progress, flag issues, and clear blockers
• Monitor delivery performance and operational health across the team
• Enforce daily operating standards and hold the team accountable to output targets
• Handle operational escalations before they reach the CEO
• Proactively flag risks, bottlenecks, and emerging issues before they become problems

Client Health and Revenue Protection

• Monitor client health indicators: delivery timelines, communication gaps, renewal dates, and at-risk accounts
• Coordinate post-mortems on cancellations and disputes to ensure root causes are documented and addressed
• Flag revenue leakage: missed payments, undercharged accounts, expired subscriptions still receiving service
• Ensure new client onboarding meets quality standards within the first week

CEO Executive Operations

• Prepare the CEO's daily briefing covering task status, pipeline health, team updates, and calendar for the day
• Manage the CEO's calendar, meeting prep, and follow-ups
• Maintain the CEO's task board and ensure nothing falls through the cracks
• Track all delegated tasks across the team and follow up until completion
• Serve as the CEO's gatekeeper for communications -- route, prioritize, and draft responses where appropriate
• Prepare weekly materials for ownership and leadership meetings

Financial and Vendor Administration

• Process invoices, manage payment schedules, and reconcile expenses against budget
• Conduct regular audits on subscriptions, licenses, and vendor costs to identify savings
• Track vendor contract renewals and flag them in advance for renegotiation or cancellation
• Prepare cash flow and expense summaries for CEO review

Internal Operations and Communication

• Establish and maintain the company meeting cadence: daily, weekly, and monthly rhythms with agendas and documented action items
• Draft and distribute internal communications on behalf of the CEO: announcements, policy changes, process rollouts
• Coordinate alignment across sales, delivery, and publications teams
• Manage change rollouts: when a new system or process is introduced, ensure it is communicated, understood, and followed

Data Integrity and Systems

• Own CRM data hygiene through regular audits -- every active deal should have complete and accurate information
• Enforce the single-source-of-truth standard across all communication and project management tools
• Monitor system integrations and flag when automations break or manual workarounds appear

Recruitment and Onboarding Support

• When new hires are approved, manage the recruitment pipeline from posting through to shortlist
• Coordinate onboarding logistics for new team members: access, training schedule, and first-week checklist
• Track probation milestones and flag performance concerns early

Process Improvement and Special Projects

• Identify recurring problems and build systems or processes to prevent them from happening again
• Maintain a log of process gaps and assign them to the right owners
• Track initiative progress against the company's strategic plan and flag when timelines slip
• Take on any other special projects assigned by the CEO as needed

Requirements

• 3+ years of experience in operations, executive support, or agency/BPO environments
• Working knowledge of HubSpot and Slack
• Assertive communicator who holds people accountable without being asked
• Does not wait for instructions but sees what needs to happen and initiates
• Highly organized with zero tolerance for loose ends
• Strong written and verbal English communication
• Quick learner who picks up new tools and processes fast
• Available to work Philippines timezone (GMT+8)

Preferred

• Familiarity with Stripe, Slack, and automation tools
• Previous experience supporting a CEO or founder directly