Executive Assistant to the CEO - Remote Operations

Private Advertiser; Metro Manila; On-site; PHP 592,000 - 627,000; Full time

Job summary

Polynomials SG is seeking an Executive Assistant to support two fast-moving executives. This fully remote, full‑time independent contractor role offers US$850–900 per month and requires strong organization, proactive problem‑solving, and AI‑savvy work habits.

You will manage calendars, capture decisions, draft communications, track projects, and keep priorities moving. Start date asap with a pre‑interview questionnaire.

Qualifications

• At least 3 years of solid experience supporting and directly reporting to a CEO, President, Founder, or other senior executive in an EA/PA role.
• Excellent written and spoken English.
• Highly organized, proactive, resourceful, and detail‑oriented.
• Exceptional follow‑through—you don’t need to be reminded to chase things.
• Strong research, problem‑solving, communication, and organizational skills.
• Confident communicating with executives, clients, vendors, and other stakeholders.
• AI‑savvy and comfortable using ChatGPT, Claude, and similar AI tools.
• Comfortable learning and working with different software, digital tools, and online platforms.
• Strong judgment—you know what to handle independently and when to escalate.
• Highly trustworthy and discreet with confidential information.

Responsibilities

• Manage calendars, meetings, appointments, scheduling, and logistics for two executives.
• Capture requests, decisions, commitments, and action items from meetings, calls, emails, WhatsApp, and informal conversations.
• Turn conversations into clear next steps, owners, and deadlines.
• Track priorities, outstanding actions, and deliverables.
• Proactively follow up with executives, team members, clients, vendors, and other stakeholders.
• Identify overdue, urgent, or at‑risk items and elevate when needed.
• Manage and prioritize emails, messages, and other communications.
• Draft professional emails, WhatsApp messages, summaries, and other correspondence.
• Coordinate communication between executives, clients, partners, vendors, developers, and other stakeholders.
• Prepare concise updates and information needed for meetings and decisions.
• Follow up professionally and persistently to get answers, updates, and deliverables.
• Track projects, tasks, owners, deadlines, dependencies, and follow‑ups.
• Maintain project trackers, meeting notes, documentation, and action lists.
• Coordinate between technical and non‑technical stakeholders.
• Identify blockers, missing information, and outstanding requirements.
• Source vendors, gather quotations, coordinate logistics, and help resolve operational issues.
• Keep projects moving from discussion → action → completion.
• Research businesses, markets, competitors, technology, software, vendors, travel, logistics, and topics as needed.
• Take open‑ended requests, research and compare options, and return with organized findings and practical recommendations.
• Help troubleshoot problems and identify workable solutions.
• Prepare and organize invoices, quotations, expenses, and supporting documents.
• Track outstanding invoices and follow up on payments.
• Coordinate with vendors regarding quotations, invoices, and payment matters.
• Maintain organized financial and administrative trackers.
• Prepare meeting notes, presentations, spreadsheets, trackers, research summaries, proposals, quotations, and other business materials.
• Turn messy or informal information into clear, usable documents.
• Create and maintain documentation and SOPs where needed.
• Use ChatGPT, Claude, and other AI tools to research, analyze, summarize, draft, organize, and solve problems.
• Use AI thoughtfully to improve speed, quality, and efficiency of your work.
• Keep executives informed about what matters, including upcoming commitments and calendar conflicts, outstanding actions, project progress, pending responses, invoices, and risks.
• Important or high‑impact matters should be raised immediately—not saved for a regular update.

Skills

Executive support

English proficiency

Organizational skills

Follow-through

Communication

AI tools

Discretion

Tools

ChatGPT

Claude

Job description

Polynomials SG is seeking an Executive Assistant to support two fast-moving executives. This fully remote, full‑time independent contractor role offers US$850–900 per month and requires strong organization, proactive problem‑solving, and AI‑savvy work habits.

You will manage calendars, capture decisions, draft communications, track projects, and keep priorities moving. Start date asap with a pre‑interview questionnaire.