Executive Assistant to US Sales Team

Nightowl Consulting; Philippines; On-site; PHP 279,000 - 558,000; Full time

Job summary

Nightowl Consulting in the Philippines seeks an executive assistant to efficiently manage emails, calendar, and travel, ensuring smooth communication with internal and external stakeholders.

The role also covers light bookkeeping, Canva-based marketing materials, social media scheduling, document prep, meeting minutes, and project support to help the executive team stay focused on strategic priorities.

Qualifications

• Experience supporting executives or teams.
• Strong written and verbal communication.
• Ability to manage multiple priorities and deadlines.
• Familiarity with Calendly and light bookkeeping is a plus.

Responsibilities

• Manage executive emails with timely responses and follow-ups.
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• Handle inbound/outbound calls as required.
• Coordinate complex calendars and meetings using Calendly.
• Provide light bookkeeping: expense tracking, invoicing.
• Create marketing collateral using Canva.
• Coordinate social media calendar and postings.
• Arrange travel plans and itineraries.
• Draft and edit documents for the executive team.
• Prepare meeting agendas and minutes.
• Support project management and ensure on-time delivery.

Skills

Email management

Calendar management

Communication

Organization

Project coordination

Meeting coordination

Travel coordination

Tools

Canva

Calendly

Job description

• 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.