Executive Assistant (PH & SA) - 44303908142

Somewhere; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

A multi-industry company is seeking an exceptional Executive Assistant to support the owner across various businesses. This fully remote role requires someone who is proactive, highly organised, and skilled in managing diverse workloads with strong communication abilities. You will oversee administrative tasks, project management, and support in property development and filmmaking. An ideal candidate will thrive in a fast-paced environment and possess expertise in Microsoft Office and CRM tools.

Responsibilities

• Deliver clear and structured updates and status reports.
• Manage and delegate tasks to VAs/PAs.
• Conduct research and prepare reports.
• Proactively manage a complex executive diary.
• Support communications activities and social media.

Skills

Proactive

Organised

Strong communication skills

Exceptional numerical ability

Microsoft Office Suite

Tools

Hubspot

Xero

Asana

Google Workspace

Canva

Job description

Please note that only resumes submitted in English will be considered for review. Fully remote role, open for Philippines and South African Candidates.

Position: Executive Assistant
Location: Remote
Working Hours: Monday-Friday, 9:00 AM - 5:00 PM UK GMT+1
Contract: Full-time (3-month probation period)
Salary: $1,300 - $1,900 USD per month, depending on experience
Start Date: Immediate

Company Overview

Multi-Industry Role

About The Role

I am an Entrepreneur seeking an exceptional Executive Assistant to support the owner of multiple businesses across a balanced yet aspiring lifestyle. This role requires someone who is proactive, highly organised, and able to meet high standards consistently. You will need to be responsive yet calm under pressure and thrive on bringing structure and stability to a variety of projects. While using your administrative and organisational skills daily, this is also a unique opportunity to gain knowledge and experience across three exciting industries:

• Property Development (commercial to residential)
• Filmmaking (scripted projects)
• Online Retail & Course Provision

You will be a trusted right hand to ensure multiple businesses run efficiently and to the highest standards.

General Administration & Operations

• Deliver clear, structured updates and status reports; track progress, highlight risks, and ensure confidence in task execution.
• Anticipate needs, mitigate risks, and develop contingency plans.
• Manage and delegate tasks to VAs/PAs as needed, fostering a collaborative and supportive team environment.
• Handle incoming calls and enquiries using CRM tools (Hubspot preferred).
• Conduct research, prepare reports, and improve templates for fast turnaround and standardisation.
• Proactively manage a complex executive diary, coordinating internal/external meetings and calls.
• Support communications activities, including social media, marketing updates, and gathering materials for content creation.
• Plan and orchestrate events (launches, screenings, wrap parties, networking, fundraising).
• Arrange complex travel itineraries and entertainment bookings, ensuring compliance with expense policies.
• Perform bookkeeping using Xero: bills, invoices, VAT returns, expenses, and HMRC submissions.
• Support company administration: opening credit accounts, ensuring GDPR/ICO compliance, and maintaining efficient internal systems.
• Assist in updating company policies and procedures in preparation for growth.

Property Development

• Create Market Area Comparison (MAC) reports through online research.
• Build Initial Project Assessment Documents (IPADs) with supplier quotes and recommendations.
• Support construction-specific Risk Assessments & Method Statements (RAMS).
• Maintain accreditation, insurance, and compliance documentation.
• Liaise between site and office teams.
• Source suppliers and subcontractors, obtain and analyse quotations.
• Prepare Operation & Maintenance (O&M) documentation under instruction.
• Provide specialist bookkeeping support, including VAT treatments for property projects.

Filmmaking

• Conduct creative and visual research for scripted projects.
• Assist with managing freelance creative personnel.
• Handle film festival applications, submissions, and follow-ups.
• Maintain and organise project collateral, ensuring accessibility and version control.
• Liaise with cast, crew, and professional personnel (location scouts, accountants, etc.).
• Support bookkeeping for UK Film Tax Credits, international film fund applications, and project expense claims.
• Ensure collateral for film-related social media is gathered and shared.

About You

The ideal candidate is:

• Proactive and reliable - trusted to deliver results without reminders.
• Organised and adaptable - able to pivot quickly and manage shifting priorities.
• Empathetic and composed - listening carefully, responding thoughtfully, and staying calm under pressure.
• Collaborative and open-minded - sharing insights freely and welcoming feedback.
• Technically confident - comfortable with new systems, detail-oriented with numbers, and polished in communication.

Skills & Attributes

• Proven ability to prioritise workloads and manage multiple projects across industries.
• Strong organisational skills and practical common sense.
• Exceptional written and verbal communication skills across diverse channels.
• Excellent numerical ability; proactive with spreadsheets and reporting.
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneDrive, Windows 11) - Non-Negotiable
• Familiarity with Google Workspace (advantageous).
• Experience with project/task management tools (Asana, Monday, or similar).
• Familiarity with creative tools (Canva, Adobe Suite) a plus.
• Professional, approachable, and discreet - maintaining confidentiality at all times.