Virtual Executive Assistant

Triwill Group; Philippines; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

Triwill Group, a life insurance brokerage serving high-net-worth clients, seeks an Executive Assistant to support the founder. You will manage calendars, inboxes, and communications with discretion and urgency.

Coordinate the client transaction process, maintain CRM records, and prepare client-facing materials, delivering premium, white-glove service across international deals. This role requires initiative, flawless written and remote communication, and reporting back on progress.

Qualifications

• Experience supporting executives in luxury/high-net-worth sectors.
• Ability to work independently with defined processes.
• Strong written and remote communication skills.
• Experience preparing client-facing materials and reports.

Responsibilities

• Manage the founder's calendar and inbox daily with urgency and precision.
• Own each step of the client transaction process from handoff to completion.
• Maintain and update client and deal records in the CRM (HubSpot preferred).
• Prepare regular status reports for stakeholders.
• Handle written and remote oral communication with high-net-worth clients.
• Prepare client-facing materials and internal tracking in spreadsheets/Word.
• Flag issues and escalate only when the founder's input is required.
• Support ad hoc requests tied to time-sensitive, high-value transactions.

Skills

High-net-worth comms

CRM management

Calendar management

Inbox management

HubSpot experience

Spreadsheets

Written communication

Independent work

Tools

HubSpot

Excel

Google Sheets

Google Docs

OpenPhone

Zoom Phone

RingCentral

Google Voice

Job description

Description:

Company Overview

The company is a life insurance brokerage with private wealth and facilitation divisions. The firm brokers life insurance solutions for the world's largest insurance carriers, working exclusively with high-net-worth clients (minimum $5 million net worth) across Africa, the Middle East, and Europe. Policy sizes typically start around $1 million in coverage and can reach $250-300 million. Transaction volume is low, but every deal is high-stakes - the firm's standard is to go above and beyond on every single touchpoint.

Role Overview

This company is looking for an Executive Assistant who can bring luxury, white-glove service to every client interaction. This person will work directly with the founder to keep each transaction moving smoothly through a defined process flow, manage his calendar and inbox with urgency and precision, and represent the brand at the exclusive level its clients expect. The ideal candidate is a proactive self-starter who can pick up a task, run with it, and have it done and reported back - without needing to be micromanaged.

Key Responsibilities

• Manage the founder's calendar and inbox daily, prioritizing and actioning items with urgency so he wakes up to a cleared queue.
• Own each step of the client transaction process flow once handed off, working independently through to completion.
• Maintain and update client and deal records in the CRM (currently HubSpot), and prepare regular status reports.
• Handle written and remote oral communication with high-net-worth clients at a polished, luxury-level standard.
• Work in spreadsheets and Word documents to prepare client-facing materials and internal tracking.
• Flag issues or make judgment calls independently where appropriate, escalating only when it truly requires the founder's input.
• Support ad hoc requests tied to time-sensitive, high-value transactions.

Skills & Tools

• Strong written and remote oral communication skills - comfortable representing the brand with high-net-worth, international clientele.
• Proficiency with spreadsheets (Excel/Google Sheets) and Word/Google Docs.
• CRM experience required; HubSpot experience preferred but not mandatory as long as the candidate can work efficiently in a similar system.
• Strong calendar and inbox management skills.
• High attention to detail - this is a top priority for the client.
• Demonstrated ability to work independently, exercise judgment, and follow a defined process without constant oversight.
• Comfortable setting up and using a dedicated business phone line (e.g. Google Voice, Zoom Phone, RingCentral, or OpenPhone) for international calls.