Executive Assistant to US Sales Team

NightOwl Consulting Philippines Inc.; Philippines; On-site; PHP 502,200 - 613,800; Full time

Benefits offered by this job

Above market salary

HMO on Day 1 for principal and two de‑

Government-mandated benefits

Performance-based incentives

Quarterly company events

1,000 PHP de minimis

Equipment and software provided

Job summary

NightOwl Consulting Philippines Inc. seeks an organized Executive Assistant to support the team with comprehensive administrative tasks. Responsibilities include email and calendar management, light bookkeeping, Canva marketing support, social media coordination, travel planning, document preparation, and meeting coordination.

The role requires strong communication and multitasking abilities, with proficiency in MS Office and CRM tools. Familiarity with Calendly and Canva is a plus.

Qualifications

• Proven experience as an Executive Assistant for high-level executives in mortgage/financial industry.

Responsibilities

• Email management and follow-ups for executive communications.
• Phone calls handling for executive.
• Calendar management and scheduling with internal/external stakeholders (Calendly integration).
• Light bookkeeping: expense tracking and invoice processing.
• Marketing support using Canva for presentations and collateral.
• Coordinate social media calendar and postings.
• Coordinate travel arrangements and itineraries.
• Draft and edit documents and reports for executives.
• Prepare meeting agendas and minutes; support project management.

Skills

Executive support experience

Mortgage/financial industry experience

Organizational multitasking

Written and verbal communication

MS Office proficiency

Canva

Social media management

Shape CRM knowledge

Calendly familiarity

Tools

Microsoft Office Suite

Canva

Shape CRM

Calendly

Job description

Description

Department: Operations
Location: Client
Compensation: ₱45,000 - ₱55,000 / month

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our team. The ideal candidate will be a top-performing professional who can seamlessly manage the day-to-day administrative tasks and contribute to the overall efficiency of our team.

Key Responsibilities

• Email Management: Efficiently manage and prioritize the executive's email correspondence, ensuring timely responses and appropriate follow-ups.
• Phone Calls: Handle both inbound and outbound calls as needed
• Calendar Management: Maintain and organize complex calendars, schedule appointments, and coordinate meetings with internal and external stakeholders. (use of Calendly is integrated)
• Bookkeeping: Provide light bookkeeping support, including expense tracking, invoice processing, and financial documentation organization.
• Marketing Support: Utilize Canva for designing professional and visually appealing presentations, marketing materials, and other collateral as needed. This may include graphics such as thank-you notes, birthday cards, etc.
• Social Media: Coordinate a social media calendar to ensure all posts make it to the appropriate medium.
• Travel Coordination: Arrange and coordinate travel plans, accommodations, and itineraries for business-related trips.
• Document Preparation: Draft and edit correspondence, reports, and other documents on behalf of the executive team.
• Meeting Coordination: Prepare meeting agendas, attend meetings as needed, and compile meeting minutes. Ensure effective communication and collaboration within the team.
• Project Management: Assist in managing special projects, ensuring they are completed accurately and on time.

Skills, Knowledge and Expertise

• Proven experience as an Executive Assistant, supporting high-level executives in the mortgage or financial industry.
• Exceptional organizational and multitasking abilities.
• Proficient in all social media types
• Strong attention to detail and a proactive approach to problem-solving.
• Ability to handle many tasks in an ever-changing environment
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Knowledge of Shape CRM is a plus.
• Proficiency in Canva for assistance with marketing flyers is a plus.

Benefits

• Above market salary
• HMO on Day 1 for principal and two dependents
• Government-mandated benefits
• Performance-based Incentives
• Quarterly Company Events
• 1,000 PHP De Minimis
• Equipment and software provided