Proactive EA for Major Infrastructure Projects (Asana)

Staff Pilot; Metro Manila; Remote; PHP 2,460,000 - 3,866,000; Full time

Job summary

Staff Pilot seeks an experienced Executive Assistant to directly support a senior commercial manager overseeing major infrastructure projects in New Zealand. Design and maintain a daily board in Asana or Monday.com, convert recurring processes into templates, and manage actions from notes, emails, and meetings.

You will also keep the executive’s calendar, chase tasks, and help with project reporting. You will bring 10+ years of EA experience, hands-on board-building skills, proactive drive, and

Qualifications

• Extensive Executive Assistant experience, ideally 10 years or more.
• Advanced, hands-on Asana or Monday.com skills with board/template automation.
• Proactive, organized style with ability to chase a busy executive.
• Excellent written English for emails, minutes and action registers.
• Video introduction and reliable backup internet/power.
• Experience in construction, engineering, infrastructure or major projects.
• Proficiency with Microsoft 365, Planner, Todoist and AI meeting note tools.
• Experience working with New Zealand or Australian clients.

Responsibilities

• Design and build a task board in Asana or Monday.com from scratch.
• Turn standard processes (procurement, approvals, reporting) into repeatable templates.
• Capture actions from notes/emails and assign owners and due dates.
• Remind, chase, and follow up to keep the executive on track.
• Manage inboxes and calendar to convert messages into actions.
• Prepare and distribute meeting minutes; maintain action registers.
• Assist with monthly project and commercial reporting (data updates, graphs, presentations).
• Record processes with Loom to ensure continuity.

Skills

Executive support

Asana

Monday.com

Microsoft 365

Todoist

AI meeting notes

Loom

Calendar management

Email management

Written English

Tools

Asana

Monday.com

Microsoft 365

Microsoft Planner

Todoist

Loom

Job description

Staff Pilot seeks an experienced Executive Assistant to directly support a senior commercial manager overseeing major infrastructure projects in New Zealand. Design and maintain a daily board in Asana or Monday.com, convert recurring processes into templates, and manage actions from notes, emails, and meetings.

You will also keep the executive’s calendar, chase tasks, and help with project reporting. You will bring 10+ years of EA experience, hands-on board-building skills, proactive drive, and