Executive Virtual Assistant

RippedBoxStation; Philippines; On-site; PHP 279,000 - 502,200; Full time

Job summary

RippedBoxStation is seeking a diligent Executive Assistant to provide comprehensive support to company directors. This full-time role requires managing emails, organizing schedules, attending meetings, and tracking action items to ensure timely execution.

Ideal candidates will have strong written communication skills, a proactive mindset, and the ability to maintain confidentiality in a fast-paced environment. Willingness to work during holidays as needed is required.

Qualifications

• Upholds organizational values and integrity.
• Follows instructions and reliably meets expectations.
• Collaborates effectively and communicates with teams.

Responsibilities

• Provide full-time executive assistance support to the company directors.
• Manage and organize the directors' emails, monitor inboxes, sort messages, flag urgent concerns, and ensure timely responses and follow-ups.
• Attend meetings and accurately capture key discussion points, decisions, and action items.
• Enter, update, and manage action items in Smartsheet.
• Follow up with assigned team members to ensure action items are completed within timelines.
• Prepare and send clear meeting notes and summaries after meetings.
• Coordinate communication between the directors and internal team members.
• Assist with reminders, scheduling support, and task tracking as needed.
• Maintain confidentiality when handling sensitive business and executive information.

Skills

Ethics

Dependability

Teamwork & Collaboration

Professionalism

Organizational Support

Quality Management

Decision Making

Job description

Position: Executive Assistant
Number of hours: 40 hours per week
Schedule: Australia (AEST) Time Zone (Queensland 8am - 5pm)

Core Competencies

• Ethics. Works with integrity; Upholds organizational values.


• Dependability. Follows instructions, and responds to management direction; results-oriented and committed to achieving objectives and tasks as required.


• Teamwork and Collaboration. Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively.


• Professionalism. tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration; Accountable for all actions and decisions.


• Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organizations goals and values.


• Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.


• Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results.

Key Responsibilities

• Provide full-time executive assistance support to the company directors.


• Manage and organize the directors emails, including monitoring inboxes, sorting messages, flagging urgent concerns, and ensuring timely responses and follow-ups.


• Attend meetings and accurately capture key discussion points, decisions, and action items.


• Enter, update, and manage action items in the companys operating system, Smartsheet.


• Follow up with assigned team members to ensure action items are completed within the required timeline.


• Prepare and send clear meeting notes and summaries after meetings.


• Coordinate communication between the directors and internal team members.


• Assist with reminders, scheduling support, and task tracking as needed.


• Maintain confidentiality when handling sensitive business and executive information.

Qualifications

• Perform other administrative and coordination tasks as required.


• Previous experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar role.


• Strong email management and written communication skills.


• Excellent organizational skills and attention to detail.


• Ability to take clear and accurate meeting notes.


• Strong follow-up skills and ability to monitor pending action items.


• Experience using Smartsheet or similar project/task management tools is an advantage.


• Proactive, reliable, and able to work with minimal supervision.


• Good time management skills and ability to handle multiple priorities.


• Professional attitude when communicating with directors, team members, and stakeholders.


• Comfortable working in a fast-paced environment.


• Willing to work during holidays when required, schedule to be determined.