Catena

Executive Assistant to the CEO – Creative, Agency

Catena

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇵🇭 Philippines

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Job Level

JuniorMid-Level

About the role

  • Manage inbox triage, prioritize messages, and draft clear, professional responses.
  • Own and optimize the CEO’s calendar with strong time protection and scheduling discipline.
  • Take meeting notes, track action items, and ensure timely follow-ups and closure.
  • Filter, reroute, or remove low-priority tasks that distract from strategic initiatives.
  • Maintain daily check-ins and ongoing communication to support executive alignment.
  • Coordinate outreach efforts, client follow-ups, and recap distribution.
  • Assist in preparing and updating internal and external presentation decks.
  • Track conversations, leads, and next steps in CRM or internal systems.
  • Prepare agendas, notes, and materials for weekly leadership and sales meetings.
  • Maintain internal lists, directories, SOPs, and an executive assistant handbook.
  • Coordinate across teams to ensure alignment on priorities, timelines, and deliverables.
  • Coordinate travel logistics including flights, hotels, transportation, and events.
  • Plan client dinners, hospitality experiences, and thoughtful, on-brand gifting.
  • Handle occasional personal or sensitive logistics with complete discretion.

Requirements

  • 2+ years of experience supporting executives, founders, or senior leaders.
  • Excellent written and verbal English communication skills.
  • Proven experience managing executive calendars, inboxes, and high-volume communication.
  • Strong organizational skills with a demonstrated ability to close loops and follow through.
  • Proficiency in Google Workspace (Drive, Sheets, Slides, Docs).
  • Reliable remote work setup with stable internet and a professional video presence.
  • Nice-to-Haves (Preferred)
  • Experience in a creative, agency, production, or fast-paced startup environment.
  • Familiarity with CRM systems and workflow automation tools.
  • Experience supporting business development or client-facing teams.
  • Comfort working with distributed teams and U.S.-based leadership.
  • Tools ProficiencyMust-Haves (Required)Gmail, Slack, Zoom, Google Calendar, Google Drive, Google Docs, Google Sheets, Google Slides, Notion, ClickUp, Asana
  • Nice-to-Haves (Preferred)HubSpot, Airtable, Zapier, iMessage
Benefits
  • Competitive Salary: Based on experience and skills
  • Remote Work: Fully remote—work from anywhere
  • Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
  • Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
  • Generous PTO: In accordance with company policy
  • Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
  • Direct Mentorship: Guidance from international industry experts
  • Learning & Development: Ongoing access to resources for professional growth
  • Global Networking: Connect with professionals worldwide

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
calendar managementinbox managementCRM systemsworkflow automationpresentation preparationnote-takingaction item trackingtask prioritizationclient follow-uplogistics coordination
Soft skills
written communicationverbal communicationorganizational skillstime managementdiscretionteam coordinationfollow-throughstrategic thinkingadaptabilityclient relations