Senior Executive Assistant (Part Time)

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

About the role

You will be the right hand of a senior commercial manager who leads the commercial function on major infrastructure projects in New Zealand. He is an engineer and accountant by background, works across several large projects at once, and spends most of his day in meetings. Right now his tasks live in meeting notes, a to-do app and a full inbox, and things fall through the cracks. Your first job is to fix that. You will design and build a task and project board from scratch in Asana or Monday.com, turn his recurring processes (procurement, approvals and reporting) into repeatable templates, and then run that board every day so nothing gets forgotten. This is not a role for someone who waits to be told. We want an experienced Executive Assistant who manages the executive, not the other way around: you remind, chase, follow up and keep him on track.

Key responsibilities

• Design and build his task board in Asana or Monday.com from the ground up: projects, statuses, owners, due dates, templates and automations.
• Turn his standard processes, such as the procurement pathway, into repeatable workflows on the board.
• Take actions from meeting notes and recordings (AI note-takers) and from email, and get every one onto the board with an owner and a due date.
• Remind him of what is due, chase outstanding items, and follow up with people on his behalf.
• Manage his inbox so emails become actions, and keep his calendar organised.
• Prepare and distribute meeting minutes and keep action registers up to date.
• Help with monthly project and commercial reporting: data updates, graphs and presentations.
• Record your processes with Loom so the system keeps running smoothly.

About you

• Extensive Executive Assistant experience, ideally 10 years or more, supporting a senior leader or executive.
• Advanced, hands‑on Asana or Monday.com skills. You have personally built boards, templates and automations from scratch, not just used a board someone else set up.
• A proactive, organised style. You are comfortable chasing a busy executive and the people around him.
• Excellent written English for emails, minutes and action registers.
• A video introduction, and a reliable setup with backup internet and backup power.
• Experience in construction, engineering, infrastructure or major projects, especially commercial, procurement or project controls.
• Microsoft 365, Microsoft Planner, Todoist and AI meeting note tools.
• Experience working with New Zealand or Australian clients.