Job Title: Executive Assistant/ Personal Assistant to CEO
Location: Remote (Philippines Based)
Schedule : US Pacific Time Zone
Job Description:
We are seeking a highly organized and proactive Executive Assistant to support our CEO. The ideal candidate will manage administrative tasks, travel arrangements, email and calendar coordination, and handle HR responsibilities including recruitment and general HR duties and some personal tasks.
Key Responsibilities:
- Administrative Support:
- Provide comprehensive administrative support to the CEO.
- Develop a clear update cadence for CEO so that he can stay in the quick start lane and never has to ask you for updates on tasks, calendaring, etc.
- Exercise radical follow-up and follow-through on deadlines and commitments that CEO has made.
- Manage CEO's personal admin tasks. DMV renewals, doctors appointments, dinner reservations, bill payment, and etc.
- Travel Arrangements:
- Organizing travel and complicated itineraries for CEO (and family if applicable).
- Prioritize speed, convenience, comfort, and luxury.
- Be available to closely follow travel arrangements during time of travel to resolve any travel related issues
- If travel is over the weekend or off hours, you will need to be available on call to resolve any travel related issues.
- All travel is correctly booked and input into the calendar as far in advance as possible.
- Email and Calendar Management:
- Manage and prioritize the CEO's email inbox ensuring timely responses.
- Schedule and coordinate meetings, appointments, and events.
- Ensure the CEO's calendar is up-to-date and conflicts are resolved.
- Human Resources:
- Oversee recruitment processes including job postings, candidate screening, and interview scheduling.
- Assist with onboarding and training new employees.
- Manage general HR tasks such as maintaining employee records and handling employee inquiries.
Qualifications:
- Proven experience as an Executive Assistant or similar role.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency in MS Office and calendar management tools.
- Experience in HR functions, particularly recruitment, is preferred.
Key Competencies:
- Discretion and confidentiality.
- Attention to detail and problem-solving skills.
- Proactive approach and ability to anticipate the needs of the CEO.
- Ability to work independently and handle multiple tasks simultaneously.
- Must be action oriented. If you procrastinate, this is not the position for you.
- A reliable, highly proactive, motivated self-starter. You're not waiting around for tasks, you're actively looking for ways to serve CEO at the highest level and acting on them.
- Relentless about following-up and following through on tasks until completion.
- You must have the ability and willingness to occasionally work outside of normal hours to support CEO.
- Not easily intimidated or offended, can stay calm and focus even in stressful situations.
- Resourceful, with excellent judgment skills.
- Tech-savvy and speedy, with he ability to learn new tools and software quickly.
Education and Experience:
- Bachelor's degree in Business Administration, Human Resources, or a related field is preferred.
- Minimum of 3-5 years of experience in an executive assistant role.
Required Equipment/Devices:
- Must have Computer/Laptop specifications minimum i5 processor with 16GB of RAM w/ 256 GB of storage
- Must have a clear web camera or built in camera
- Must have a noise cancelling headset
- Must have Internet speed of 100Mbps for Download and 15MBps for Upload
- Must have a back up power supply or a nearby cafe or alternative in case of power outages
- Must have internet back up
- Must have your own work space with no background noise, no children or family on the back ground
