drjobs Executive Assistant

Executive Assistant

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1 Vacancy
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Monthly Salary drjobs

PHP 52000 - 52000

Vacancy

1 Vacancy

Job Description

This is a remote position.

Schedule:
  • Full-time 35 hours per week
  • Monday to Friday 9:00 AM - 5:00 PM 1-hour unpaid break Ohio (EST) 9:00 PM 5:00 AM Manila time
  • Flexible to do extra hours during busy periods or some weekends


Responsibilities

Daily Preparation and Briefings

  • Review and audit the CEO s full calendar each morning.

  • Send a daily agenda and briefing email by 8:00 AM including confirmed meetings pre-reads necessary attachments and any cancellations or updates.

Call Management

  • Promptly and professionally answer all incoming calls during business hours using an approved script.

  • Maintain a detailed call log including the caller s name contact information purpose of the call and any follow-up actions required.

Calendar Management

  • Manage the CEO s business and personal calendars.

  • Schedule reschedule and cancel appointments as needed coordinating with clients team members family members and external contacts.

Personal and Family Support

  • Coordinate personal appointments and tasks for the CEO s children.

  • Execute virtual personal errands such as placing grocery orders coordinating deliveries submitting forms and managing prescriptions.

Task and Project Management

  • Maintain and prioritize the CEO s daily task list.

  • Track deadlines and deliverables across multiple projects and follow up with staff and department leaders as needed.

  • Flag outstanding items for the CEO s review.

Meeting Attendance and Support

  • Attend all CEO-involved meetings and Safe Harbor team meetings virtually.

  • Take objective action-oriented notes and provide a structured summary within 90 minutes of each meeting s conclusion.

Communication and Correspondence

  • Screen and prioritize emails text messages and other communications addressed to the CEO.

  • Draft professional emails memos and internal correspondence as directed.

  • Respond to internal and external inquiries on behalf of the CEO when appropriate.

Administrative and Operational Support

  • Organize and maintain confidential company and personal files electronically.

  • Track receipts and reconcile expenses; submit timely and accurate reports.

  • Ensure the CEO has access to all necessary documents links and tools in advance of each day s meetings and obligations.

Procurement and Financial Responsibilities

  • Make approved purchases using the company or personal credit card as authorized by the CEO.

  • Track all purchases documenting the item cost purpose and payment method.

  • Submit a weekly financial summary with all applicable receipts.

Availability and Communication

  • Maintain continuous communication via text throughout the workday.

  • Remain logged into Zoom with a dedicated room open allowing for immediate access by the CEO for real-time questions or instructions.

  • Conduct two scheduled check-in calls each day:

    • One in the late morning (between 10:30 11:30 AM)

    • One in the early afternoon (between 1:30 2:30 PM)

  • Notify the CEO in advance of any changes in availability or temporary absences.

End-of-Day Wrap-Up

  • Conduct a daily debrief with the CEO to confirm the next day s calendar and priorities.

  • Ensure all meeting notes purchases and outstanding tasks are filed logged or flagged appropriately.



Requirements



  • Proven experience as a virtual assistant or executive assistant supporting senior-level leadership.

  • Exceptional written and verbal communication skills.

  • Strong organizational time management and multitasking abilities.

  • High level of discretion and trustworthiness when handling confidential information.

  • Proficiency in Microsoft Office Zoom Google Workspace and task/project management tools such as Trello Asana or ClickUp.

  • Proactive and adaptable with a strong ability to anticipate needs and problem-solve independently.


Preferred Experience

  • Experience supporting a C-suite executive.

  • Familiarity with remote workflows and virtual meeting platforms.

  • Background in healthcare consulting or client-service industries.


ZR25944JOB



Proven experience as a virtual assistant or executive assistant supporting senior-level leadership. Exceptional written and verbal communication skills. Strong organizational, time management, and multitasking abilities. High level of discretion and trustworthiness when handling confidential information. Proficiency in Microsoft Office, Zoom, Google Workspace, and task/project management tools such as Trello, Asana, or ClickUp. Experience supporting a C-suite executive. Familiarity with remote workflows and virtual meeting platforms. Background in healthcare, consulting, or client-service industries.

Employment Type

Full Time

Company Industry

Specialty Trade Contractors

About Company

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