Executive Assistant

About the job

Seeking Philippines-based Filipino candidates and South African citizens based in South Africa.

Position: Executive Assistant

Working Schedule: 8am-5pm EST

Salary Range :

PH $1,300-$1,600 USD Monthly
SA $1,500-$2,000 USD Monthly

(The final salary will be determined by the candidate’s level of experience and at the discretion of the client)

Job Summary:

The Executive Assistant is a highly organized, proactive, and detail-oriented professional who provides comprehensive administrative and operational support to the Executive. This role requires a high degree of confidentiality, discretion, and the ability to anticipate needs and proactively solve problems. The ideal candidate will make quick decisions, be a strong communicator, adept at managing multiple priorities, and capable of thriving in a fast-paced environment.

Key Responsibilities:

Administrative Support:

Manage and maintain the Executive’s complex calendar, including scheduling appointments, meetings, and travel.
Coordinate and organize all aspects of domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
Prepare and edit correspondence, presentations, reports, and other documents.
Handle incoming and outgoing communications primarily via email and internal platforms, acting as a gatekeeper when needed.
Maintain and organize physical and digital files, ensuring information is easily accessible.

Meeting Management:

Prepare meeting agendas, presentations, and supporting materials.
Take accurate and detailed meeting minutes and distribute them in a timely manner.
Follow up on action items to ensure deadlines are met.
Coordinate meeting logistics, including room setup, A/V equipment, and catering.

Project & Task Management:

Assist with special projects and initiatives as assigned by the Executive.
Conduct research and compile data to support various projects.
Track and manage project deadlines and deliverables.
Manage and process expense reports, invoices, and other financial documents.

Communication & Stakeholder Relations:

Serve as a primary point of contact for internal stakeholders.
Build and maintain positive relationships with clients, partners, and colleagues.
Draft professional and articulate communications on behalf of the Executive.
Exercise a high level of discretion and confidentiality in all matters.
Use advanced Excel functions to create trackers, reports, and analytical summaries.

Technology & AI Enablement

Utilize AI tools (e.g., AI assistants, automation platforms, document analysis tools) to improve efficiency, reporting, scheduling, and research.
Apply AI literacy to evaluate, adopt, and responsibly use emerging tools to streamline workflows.
Continuously identify opportunities to optimize processes using technology and automation.
Qualifications:

Experience:

3+ years of experience as an Executive Assistant supporting C-level executives or senior leadership
Skills:

Exceptional organizational and time-management skills with strong attention to detail.
Outstanding written communication skills.
Advanced Excel proficiency, including formulas, pivot tables, data analysis, and reporting.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and related productivity tools.
AI literacy, including hands-on experience using AI tools to enhance productivity and decision-making.
Ability to work independently, prioritize effectively, and adapt quickly.
Strong problem-solving and decision-making abilities.
Excellent interpersonal skills and professional judgment.
High level of integrity, professionalism, and discretion.

Executive Assistant