Senior Executive Assistant

MCVO Talent; Philippines; Remote; PHP 480,000 - 640,000; Full time

Job summary

MCVO Talent seeks a proactive assistant who will own day-to-day administrative tasks for a US executive from the Philippines. You will manage multiple inboxes, filter communications, coordinate the calendar, track tasks, and prepare clear action notes from meetings.

Strong English writing and speaking skills, experience with Notion and Office 365, and a track record of getting things done are required. Night-shift availability is essential.

Qualifications

• 4–6 years assisting a US executive/owner.
• Computer/online savvy with multiple online apps including AI (Claude), Zoom, Notion and Office 365.
• Strong written and spoken English with interpersonal communication skills.

Responsibilities

• Manage the owner’s inbox across four email accounts, triage, prioritize and draft responses.
• Filter inbox to surface items requiring direct attention and advise unsolicitations to unsubscribe.
• Coordinate and remind about calendar events; prepare meeting agendas and notes.
• Track tasks, commitments and follow-ups across projects and meetings.
• Provide proactive deadline reminders and escalate pending items as needed.
• Attend meetings and produce clear, concise action notes.
• Act as liaison between internal staff, vendors, and external parties.
• Ensure tasks are followed up and completed by owners’ expectations.
• Conduct research and prepare concise summaries for decision-making.
• Maintain organized digital filing systems and project trackers.
• Support workflow improvements using Claude and other apps.

Skills

Email management

Calendar management

Research

Notion proficiency

Microsoft Office / Outlook

English communication

Problem solving

Execution / Get things done

Night shift experience

Attention to detail

Tools

Claude AI

Zoom

Notion

Office 365

Outlook

PowerPoint

Job description

This isn’t an “order-taker” job. We need a true extension of ownership—a proactive partner who absorbs, organizes, and executes on the administrative demands that currently consume the owner’s time. Your goal is to own the day-to-day execution so the owner can stay focused on high-level strategy.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Email Management: The owner has 4 inboxes and important emails are often missed – manage the owner’s inbox by triaging, prioritizing, flagging, and drafting responses.
• Inbox Filtering: Surface only the items that require the owner’s direct attention. Delete solicitations and inform the sender to “unsubscribe”
• Calendar Management: The owner manages his own schedule and seeks assistance to coordinate work and personal schedules, including reminders and meeting preparation.
• Workflow Tracking: Track tasks, commitments, and follow-ups across various meetings and projects.
• Deadline Oversight: Proactively remind the owner of upcoming deadlines, decisions, and pending items.
• Meeting Support: Attend meetings as required and produce clear action notes.
• Coordination: Act as a liaison between internal staff, vendors, and other external parties.
• Accountability: Serve as the primary follow-up point to ensure all assigned tasks are completed.
• Research: Conduct research and prepare concise summaries to support the owner’s decision-making.
• Digital Organization: Maintain organized digital filing systems and internal project trackers.
• Process Improvement: Support and implement workflow optimizations and process improvements using Claude and other apps

Key Qualifications:

• 4-6 years assisting a US executive/owner
• Computer/online savvy. Ability to use a variety of online applications including: AI (e.g. Claude), Zoom, Notion (an all-in-one digital workspace) Office 365 tools (including Outlook).
• Experience with Notion is a requirement
• Intermediate skill for PC using Microsoft Office (Excel, Word, Power Point), and email tools.
• Strong Written and Oral English + interpersonal skills to communicate effectively
• Ability to problem solve
• High ability to “Get Stuff Done” and “Figure It Out” as owner needs help completing tasks
• Strong attention to detail / highly organized
• Committed to growth and learning
• Reliable, and proven track record to work “night shift” in Philippines
  

Shift / Hours:

Monday – Friday in one single shift, 8:00 AM EST – 12:00 PM EST (morning shift) or 1:00 PM EST – 5:00 PM EST (afternoon shift). Client is flexible in shift hours and will defer to what works best for a great candidate.

Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT – 12:00 AM in PHT or from 1:00 PM PHT – 5:00 PM in PHT.