VIRTUAL EXECUTIVE ASSISTANT / EXECUTIVE ASSISTANT (C-SUITE SUPPORT) – PHILIPPINES (REMOTE) LOCATION

Hirani Engineering and Land Surveying, D.P.C.; Hicksville (NY); Remote; USD 45,000 - 75,000; Full time

Job summary

A leading engineering and surveying firm seeks a Virtual Executive Assistant to support senior leadership with complex calendar management, effective communication, and administrative operations. The role requires expertise in managing competing priorities and ensuring high professionalism in all tasks. Ideal candidates will have several years of experience supporting C-Suite executives and a strong command of Microsoft 365 and Google Workspace. This is a remote position based in the Philippines, requiring overlap with US Eastern Time.

Qualifications

• 3–7+ years experience supporting C-Suite or senior leadership.
• Demonstrated mastery of complex scheduling across multiple time zones.
• Strong written and verbal communication with a professional tone.
• High proficiency in written and verbal English
• Ability to manage competing priorities and meet deadlines
• Excellent documentation and follow-through habits
• Tech proficiency with Microsoft 365 and/or Google Workspace

Responsibilities

• Manage complex, frequently changing calendars and agendas.
• Draft polished executive communications and manage inbox.
• Coordinate and schedule meetings, capturing notes and action items.
• Capture notes, distribute recaps, and manage follow-ups
• Draft polished executive communications in a professional voice
• Coordinate with internal leaders and external partners with diplomacy
• Create and maintain SOPs, templates, and light reporting
• Organize executive files in cloud storage with version control

Skills

Calendar management

Email triage/drafting

Written communication

Attention to detail

Project coordination

Attention to detail

Documentation

MS 365/Google Workspace

Tools

Microsoft 365

Google Workspace

Zoom

Trello

Slack

Trello

Monday.com

Notion

PowerPoint/Slides

Job description

VIRTUAL EXECUTIVE ASSISTANT / EXECUTIVE ASSISTANT (C-SUITE SUPPORT) – PHILIPPINES (REMOTE) LOCATION - (213)

Share this job as a link in your status update to LinkedIn.

Job Title

VIRTUAL EXECUTIVE ASSISTANT / EXECUTIVE ASSISTANT (C-SUITE SUPPORT) – PHILIPPINES (REMOTE) LOCATION

Location

Job Type

Full-time

Category

Administration/Operations

Travel

None

Job Description

ROLE SUMMARY

We are seeking a highly effective Virtual Executive Assistant / Executive Assistant to support senior leadership (C-Suite). This role requires deep experience partnering with executives, expert-level calendar and inbox management, strong written communication, impeccable follow-through, and high discretion. You will anticipate needs, protect executive time, and keep priorities moving with minimal direction.

KEY RESPONSIBILITIES

EXECUTIVE SUPPORT:

• Manage complex, frequently changing calendars (multi-time-zone scheduling, agenda planning, conflict resolution, buffers, travel time, priority-setting)
• Own inbox management: triage, draft responses, flag urgent items, follow up for missing info, and maintain response SLAs
• Prepare daily/weekly executive briefs: upcoming meetings, priorities, action items, and risks
• Track deliverables and commitments across stakeholders; ensure timely follow-through and closure

MEETINGS & COMMUNICATION:

• Schedule internal/external meetings, send agendas, confirm attendees, and manage reminders
• Capture notes and action items; distribute recaps and manage follow-ups
• Draft polished executive communications (emails, messages, meeting updates) in a professional voice
• Coordinate with internal leaders and external partners with confidence and diplomacy

ADMINISTRATIVE & OPERATIONAL SUPPORT:

• Create and maintain documents, trackers, and light reporting (Excel/Sheets)
• Support basic project coordination (timelines, task lists, status updates)
• Organize and maintain executive files and folders (SharePoint/Google Drive/OneDrive), with clean version control
• Assist with travel planning (as needed): itineraries, logistics, confirmations
• Create and maintain SOPs, checklists, and templates for recurring workflows (calendar rules, inbox triage, meeting prep, follow-ups, travel, document organization)
• Standardize and improve processes to reduce rework, increase speed, and ensure consistent execution

CONFIDENTIALITY & PROFESSIONALISM:

• Handle sensitive information with strict confidentiality and sound judgment
• Maintain a high standard of professionalism, accuracy, and discretion in all communications

Job Requirements

REQUIRED QUALIFICATIONS:

• 3–7+ years experience as an Executive Assistant / Virtual Assistant supporting C-Suite or senior leadership
• Demonstrated mastery of calendar management (complex scheduling, multiple time zones) and email triage/drafting
• Strong written and verbal English communication with professional tone
• Proven ability to manage competing priorities, work independently, and meet deadlines consistently
• High attention to detail; strong documentation and follow-through habits
• Tech proficiency: Microsoft 365 (Outlook, Teams, Word, Excel) and/or Google Workspace (Gmail, Calendar, Docs, Sheets); comfort learning new tools quickly

PREFERRED QUALIFICATIONS:

• Experience supporting US-based executives or global teams
• Familiarity with tools such as Zoom, Slack, Asana, Trello, Monday.com, Notion, or similar
• Prior experience creating executive briefs, meeting decks, or light presentation support (PowerPoint/Slides)
• Background in professional services, consulting, AEC, or fast-paced environments

WORKING SCHEDULE:

• Primary hours: overlap withUS Eastern Time(ET) for scheduling, meetings, and responsiveness
• Some early/late flexibility may be required depending on executive needs