RBS- SAAS- FTEA

Rippedboxstation; Manila; Remote; PHP 335,000 - 614,000; Full time

Job summary

Rippedboxstation is seeking a Virtual Executive Assistant to support the CEO from the Philippines. The role is a 40-hour weekly engagement focusing on calendar management, meeting coordination, travel arrangements, and event logistics while upholding confidentiality and professional standards.

The candidate will prepare meeting materials, take minutes, and ensure timely distribution of documents. Strong English communication, organizational skills, and the ability to work independently and

Qualifications

• Experience as Virtual Executive Assistant for C-levels.
• Foundational understanding of the logistics industry.
• Hands-on Canva experience.
• Familiarity with Google Calendar and Calendly.
• Excellent interpersonal and written English communication.
• Discretion with confidential information.

Responsibilities

• Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
• Provide logistics support for events including RSVP lists, follow-up communications, partnership deliveries, agendas, and printing
• Answer phone calls and/or emails on behalf of the CEO
• Plan and organize workflow to meet deadlines and time constraints
• Assist in preparing meeting agendas, taking minutes, and distributing materials to participants
• Provide project support by researching, gathering data, and coordinating follow-ups
• Handle sensitive and confidential information with discretion and professionalism
• Identify and resolve administrative issues with a solution-oriented approach
• Collaborate with team members and departments to ensure seamless workflow
• Perform ad hoc tasks as assigned

Skills

Time management

Communication (English)

Discretion

Independent work

Team collaboration

Tools

Canva

GSuite

Zoom

Slack

Asana

Notion

Job description

Position: Executive Assistant
Number of hours: 40 hours/week
Schedule: TBA

Tasks required

• Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
• Provide logistics support for events including RSVP lists, follow-up communications, partnership deliveries, agendas, and printing.
• Answer phone calls and/or emails in behalf of the CEO
• Plan and organize workflow to comply with established time constraints in order to meet deadlines
• Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
• Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
• Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
• Other ad hoc tasks that would be assigned

Requirements

• Must have proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required
• Foundational understanding of the logistics industry
• Hands-on experience in graphic design tools such as Canva
• Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
• Knowledge of online calendars and scheduling (Calendly, Google Calendar)
• Excellent interpersonal, presentation, verbal and written English communication skills.
• Discretion and the ability to handle confidential information
• Excellent phone, email and instant messaging etiquette
• Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
• Adaptability and a proactive mindset
• Ability to work independently and in a team-oriented environment
• Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision