Executive Assistant

We are looking for a highly capable Executive Assistant to provide high-level administrative and operational support to senior executives.

We are supporting an investment and venture-building firm behind a diverse portfolio of emerging and established brands across sports, entertainment, and consumer markets. This is a high-trust role supporting senior leadership, with responsibilities expected to include calendar and travel management, coordination with internal and external stakeholders, meeting preparation and follow-up, research, communications, and broader executive support in a fast-paced, high-profile environment.

This is not a traditional admin role focused primarily on ad hoc tasks. We are looking for professionals who are comfortable working directly with executives, managing competing priorities, anticipating needs, protecting confidential information, and taking ownership of tasks and processes from start to finish.

The ideal candidate is proactive, highly organized, resourceful, and capable of working with minimal supervision. You should be someone who can identify what needs to be done, determine the best way to accomplish it, and follow through without needing constant direction.

Estimated Salary: The salary for this position has not been finalized yet. Please indicate your expected salary based on your experience in the application form, and we will consider it in our discussions.

Responsibilities:

Executive Support

• Provide day-to-day administrative and operational support to senior executives.
• Manage complex calendars, schedules, appointments, and competing priorities.
• Coordinate meetings, calls, and virtual appointments across multiple time zones, including Zoom meetings.
• Help executives start each day organized and prepared by reviewing the calendar, highlighting key meetings, and proactively flagging new people, companies, or priorities that may require additional preparation.
• Conduct advanced research on new contacts, companies, meeting participants, and relevant preferences or background information to help executives prepare effectively.
• Prepare meeting agendas, briefing materials, presentations, and other executive documents.
• Assist with PowerPoint presentation cleanup, formatting, and basic editing.
• Take meeting notes, track action items, and follow up to ensure commitments are completed.
• Manage executive correspondence, communications, and follow-ups through email, iMessage, and other communication channels as needed.
• Help executives stay organized, prepared, and focused on high-priority activities.

Proactive Administrative & Operational Support

• Anticipate executives' needs and proactively address issues before they become problems.
• Own administrative processes and projects from initiation through completion.
• Research information, gather options, make recommendations, and present findings clearly.
• Conduct basic company and background research to support meetings, decision-making, and executive preparation.
• Coordinate with internal teams, clients, vendors, and external stakeholders.
• Follow up on outstanding tasks and ensure deadlines are met.
• Develop and maintain systems, trackers, SOPs, and organizational processes that improve efficiency.
• Identify opportunities to streamline repetitive administrative tasks and improve workflows.
• Exercise sound judgment when determining what requires immediate attention, what can wait, and when an executive needs to be contacted or reminded—particularly when the executive is unavailable.
• Take ownership of resolving routine issues independently and escalate matters appropriately when executive input is genuinely required.

Travel & Logistics

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel itineraries and supporting information.
• Assist with business and personal travel planning, including vacation planning, as needed.
• Assist with meeting, event, and off-site logistics.
• Handle last-minute changes and troubleshoot logistical issues as they arise.
• Coordinate travel and logistics approximately 2–3 times per month, with the flexibility to accommodate changing needs.

Communication & Coordination

• Draft and proofread professional emails, documents, presentations, and other correspondence.
• Communicate professionally with executives, clients, partners, vendors, and other stakeholders.
• Represent executives professionally when coordinating schedules, meetings, and requests.
• Manage sensitive information and maintain a high level of discretion and confidentiality.
• Use strong written and verbal communication skills to ensure information is communicated clearly and efficiently.

General Executive & Administrative Support

• Assist with special projects and executive-level initiatives.
• Conduct online research and prepare summaries, reports, or recommendations.
• Maintain organized digital files, records, and documentation.
• Support expense management, including receipt collection, tracking, and reconciliation through Ramp or similar expense-management software.
• Support basic reporting and administrative coordination where required.
• Take on other responsibilities that support the effectiveness and productivity of the executive team.

• 3+ years of experience in executive assistance, virtual assistance, administrative support, operations coordination, or a similar role.
• Previous experience supporting executives, founders, business owners, directors, or senior leaders is strongly preferred.
• Proven experience working as a Virtual Assistant, Executive Assistant, Personal Assistant, Executive Administrative Assistant, or similar high-level administrative professional.
• Strong experience managing calendars, schedules, meetings, correspondence, and executive priorities.
• Excellent written and verbal English communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities without becoming overwhelmed.
• Strong judgment and the ability to determine what requires immediate attention versus what can wait.
• Highly proactive and resourceful; able to work independently without needing step-by-step instructions.
• Comfortable researching unfamiliar topics , companies, and individuals and figuring out solutions independently.
• Strong follow-through and accountability—you don't need to be repeatedly reminded to complete tasks.
• High level of discretion and professionalism when handling confidential information.
• Strong proficiency with common productivity and collaboration tools such as Google Workspace, Microsoft Office, Zoom, Slack, iMessage, project management platforms, and similar tools.
• Comfortable working with international teams and across different time zones.
• Comfortable coordinating domestic and international travel and adapting to changing priorities throughout the day.

The Ideal Candidate

You will thrive in this role if you:

• Think ahead rather than simply react to requests.
• Can take a broad instruction and turn it into a completed outcome.
• Are comfortable saying, "I've already taken care of it."
• Naturally keep track of details, deadlines, and follow-ups.
• Can manage several executives' priorities without losing sight of the bigger picture.
• Are resourceful and know how to find answers rather than waiting for someone else to provide them.
• Have strong business judgment and know when to act independently and when to escalate.
• Can distinguish between a true priority and something that can reasonably wait.
• Are comfortable making judgment calls when an executive is unavailable and know when something is important enough to interrupt or follow up.
• Are comfortable dealing with ambiguity and changing priorities.
• Take ownership of your work and treat the executive's time as highly valuable.
• Are dependable, discreet, polished, and professional in all interactions.
• Naturally prepare ahead of meetings by understanding who the executive is meeting, why the meeting matters, and what background may be useful.

Qualifications That Are a Plus

• Experience supporting C-suite executives, founders, entrepreneurs, or senior leadership.
• Experience working with international clients or companies.
• Experience supporting executives based in the US or other international markets.
• Experience managing multiple executives or stakeholders simultaneously.
• Experience with project management or operations coordination.
• Familiarity with tools such as Asana, ClickUp, Monday.com, Notion, Airtable, HubSpot, Ramp, or similar platforms.
• Experience creating SOPs, workflows, systems, and process documentation.
• Experience coordinating travel, events, or complex business logistics.
• Experience with presentation preparation and PowerPoint formatting/editing.

What Success Looks Like

• Within the first few months, a successful Executive Administrative Assistant should be able to:
• Become a reliable extension of the executive they support.
• Start each day with a clear understanding of the executive's schedule, priorities, and upcoming needs.
• Manage recurring administrative responsibilities with minimal supervision.
• Keep calendars, meetings, communications, travel, and follow-ups organized.
• Proactively research new people, companies, and meetings so the executive is prepared in advance.
• Anticipate upcoming needs and proactively prepare for them.
• Take ownership of projects and administrative processes rather than simply completing individual tasks.
• Make sound judgment calls about priorities and know when to act independently versus when to escalate.
• Resolve routine issues without unnecessary executive involvement.
• Reduce the executive's administrative workload and allow them to focus more time on strategic priorities.
• Build trust through consistency, discretion, sound judgment, responsiveness, and strong follow-through.

• Food Allowance
• Government Benefits
• 13th Month pay
• Work Equipment
• Night Differential if applicable (10% of hourly rate)
• 20 Leaves (after 6 months)
• Holiday pay (200% on Regular holidays; 130% on Special holidays)
• Overtime pay (max of 10.25 hrs/day)
• Referral bonus (P10,000 if referral passed and stayed with the company for 3 months)
• HMO (after 6 months)

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