Executive Assistant

Position : Executive Assistant Salary : Php 40,000 - 50,000 Working Hours & Conditions : New Zealand Business Hours Holidays : Public holidays in NZ ROLE OVERVIEW: The Executive Assistant (EA) serves as the primary operational partner to the business owner, managing executive calendars, email communications, daily workflows, and administrative execution. Reporting directly to the Business Owner/Founder, the candidate will create structured systems that free up executive capacity and drive administrative momentum for key initiatives, including the rollout of AIO Kids. RESPONSIBILITIES: Executive & Calendar Support Manage the founder's calendar and day-to-day schedule Coordinate meetings, appointments, and competing priorities Schedule meetings and ensure relevant attendees and information are organized Provide reminders for important meetings, deadlines, and commitments Help protect the founder's time by maintaining a structured and prioritized schedule Inbox & Communication Management Organize and prioritize incoming emails Identify urgent or high-priority communications requiring attention Draft and coordinate routine responses where appropriate Track outstanding communications and ensure follow-ups are completed Help prevent important messages, opportunities, or actions from falling through the cracks Meetings & Follow-Up Coordinate internal and external meetings Prepare agendas, summaries, outlines, and supporting information where required Capture key actions and follow-up requirements Track outstanding actions after meetings Coordinate communications with clients, partners, and other stakeholders Workflow & Business Organization Help maintain a clear and structured workflow across the business Organize priorities, tasks, deadlines, and outstanding actions Develop simple systems and processes to improve day-to-day efficiency Maintain organized digital files and business documentation Identify opportunities to streamline repetitive administrative tasks Help create greater visibility over what needs to happen, by when, and by whom Special Project & Content Support Provide administrative support for the rollout of new product and content initiatives Assist with organizing and coordinating content Maintain relevant documentation, resources, and project information Track timelines, actions, and outstanding deliverables Support communication and coordination associated with company initiatives Help ensure content and administrative tasks progress according to plan Documentation & General Administration Prepare summaries, outlines, templates, and basic business documents Format and organize existing information into clear, usable documents Maintain spreadsheets, trackers, and administrative records Assist with research and information gathering where required Provide general administrative support across changing business priorities QUALIFICATIONS: Previous experience as an Executive Assistant, Personal Assistant, Senior Virtual Assistant, or similar Excellent organizational and time-management skills Strong calendar and inbox management experience Excellent written and verbal English communication Strong attention to detail Ability to manage multiple priorities simultaneously Confident working independently in a remote environment Proactive approach to identifying and completing tasks Strong digital and technology capability Ability to handle confidential information professionally Comfortable supporting a fast-moving founder or business owner HIGHLY DESIRABLE: Experience supporting a founder, entrepreneur, or senior executive directly Experience coordinating content, digital projects, or program rollouts Strong document preparation and presentation skills Experience using AI tools to improve administrative efficiency Experience developing workflows, templates, and administrative systems Familiarity with project or task management platforms