Executive Assistant with Finance Experience

Virtual Assist; Philippines; On-site; PHP 360,000 - 600,000; Full time

Job summary

Virtual Assist in the Philippines seeks an Executive Assistant to provide strategic, administrative, and operational support to company leadership. The role requires strong business acumen, exceptional organization, and the ability to anticipate needs while handling confidential information.

You will work with Clearing (getclearing.com) for accounting workflows, maintain records, and support financial and administrative processes.

Qualifications

• Minimum of 3 years of experience as an Executive Assistant or similar role.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and Microsoft Office.

Responsibilities

• Coordinate and maintain complex executive schedules, prioritizing commitments.
• Arrange internal and external meetings with logistics, agendas, and follow-ups.
• Manage executive communications and inbox to ensure timely responses.
• Screen and organize emails and requests to maximize productivity.
• Prepare reports, presentations, and briefing materials for meetings.
• Track action items, deadlines, and deliverables to keep projects on schedule.
• Support planning of events, leadership meetings, and virtual conferences.
• Coordinate travel arrangements and detailed itineraries.
• Conduct research on industry trends and opportunities, and present findings.
• Assist with recruitment by coordinating interviews and maintaining records.
• Monitor key metrics and compile leadership reports.

Skills

English communication

Prioritization

Confidentiality

Organizational skills

Independent work

Tools

Google Workspace

Microsoft Office

ClickUp

Asana

Trello

Monday.com

Notion

Slack

HubSpot

Salesforce

Zoho

Clearing (getclearing.com)

Job description

Job Summary:

We are seeking a highly capable and dependable Executive Assistant to provide strategic, administrative, and operational support to company leadership. This role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and can effectively manage multiple projects and priorities simultaneously. The candidate will also be expected to work with Clearing (getclearing.com), an accounting software platform, to support accounting-related workflows, maintain accurate records, and assist with financial and administrative processes.

Executive Assistant

Job Summary:

We are seeking a highly capable and dependable Executive Assistant to provide strategic, administrative, and operational support to company leadership. This role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and can effectively manage multiple projects and priorities simultaneously. The candidate will also be expected to work with Clearing (getclearing.com), an accounting software platform, to support accounting-related workflows, maintain accurate records, and assist with financial and administrative processes.

Key Responsibilities:

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments
• Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking
• Serve as a primary point of contact for executive communications, managing correspondence and ensuring timely responses
• Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity
• Prepare reports, presentations, briefing materials, and business documents for meetings and decision-making purposes
• Track action items, deadlines, and deliverables to ensure projects remain on schedule and objectives are achieved
• Assist in planning and coordinating company events, leadership meetings, workshops, and virtual conferences
• Manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries
• Conduct research on industry trends, competitors, potential clients, and business opportunities, presenting findings in concise reports
• Support recruitment efforts by coordinating interviews, communicating with candidates, and maintaining hiring records
• Monitor key business metrics and compile performance reports for leadership review
• Maintain and update CRM platforms, databases, and operational records with a high level of accuracy
• Use Clearing (getclearing.com) accounting software to assist with accounting-related workflows, organize financial information, maintain accurate records, and support day-to-day financial administration
• Assist with expense tracking, invoice processing, payment documentation, reimbursement requests, and budget-related administrative tasks
• Help organize and monitor financial transactions and supporting documentation within the accounting system, ensuring information is complete and accurate
• Coordinate with bookkeepers, accountants, and other relevant team members regarding financial records, documentation, and outstanding items
• Develop, improve, and document internal processes to increase operational efficiency
• Organize digital assets, company files, contracts, and confidential documentation in structured systems
• Collaborate with cross-functional teams to ensure smooth communication and project execution
• Assist with client relationship management by coordinating follow-ups, preparing meeting materials, and maintaining records
• Support sales and marketing initiatives through lead tracking, campaign coordination, and administrative assistance
• Monitor executive priorities and proactively identify opportunities to streamline workflows and improve productivity
• Manage special projects and ad hoc assignments while maintaining quality and meeting deadlines

Qualifications & Skills:

• Minimum of 3 years of experience as an Executive Assistant, Senior Virtual Assistant, Operations Coordinator, or similar support role
• Excellent written and verbal English communication skills
• Advanced proficiency with Google Workspace and/or Microsoft Office applications
• Experience using productivity and project management tools such as ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms
• Familiarity with CRM systems, including HubSpot, Salesforce, Zoho, or equivalent software
• Experience with accounting software, particularly Clearing (getclearing.com), is preferred. Candidates should be comfortable learning and navigating accounting platforms and handling financial information accurately
• Basic understanding of bookkeeping workflows, invoice management, expense tracking, and financial documentation
• Strong ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs
• Exceptional attention to detail with strong problem-solving and decision-making capabilities
• Ability to work independently while maintaining consistent communication with leadership
• High level of professionalism, integrity, and confidentiality when handling sensitive business and financial information
• Experience supporting executives, founders, or senior leadership teams is highly preferred