Appointment Setter, Executive Assistant
Catena
full-time
Posted on:
Location Type: Remote
Location: Philippines
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About the role
- Ensure seamless scheduling and calendar management across multi-timezone, high-volume enterprise sales pipelines.
- Maintain accurate CRM records and synthesize post-meeting information to drive operational efficiency.
- Streamline repetitive workflows through automation and process improvements to reduce manual effort.
- Contribute to strategic initiatives and ad hoc operational projects supporting leadership and enterprise customers.
- Respond to all scheduling requests within strict turnaround times, prioritizing same-day responsiveness during European business hours.
- Coordinate complex, multi-timezone meetings across a large and active enterprise sales pipeline.
- Ensure calendar invitations include correct attendees, video conferencing links, and clear meeting details.
- Proactively manage reschedules, cancellations, and time-zone-sensitive communications with urgency and professionalism.
- Maintain 100% accuracy in CRM records following every completed meeting.
- Extract and synthesize meeting information from notes or recordings and update CRM accordingly.
- Follow up internally to collect missing information and maintain data integrity.
- Build or support automation workflows to reduce manual data entry while preserving accuracy.
- Identify repetitive operational tasks and design workflows to automate or streamline them.
- Implement no-code or low-code tools to improve operational efficiency across sales and leadership workflows.
- Continuously improve internal systems, documentation, and operational handoffs.
- Assist leadership with customer-facing communications, internal documentation, and operational projects.
- Prepare presentations, documents, or materials required for enterprise customers.
Requirements
- 3+ years of experience as an Executive Assistant, Chief of Staff, or high-velocity operations role supporting senior leadership.
- Proven experience managing complex, multi-timezone calendaring in enterprise or B2B environments.
- Hands-on proficiency with CRM systems (HubSpot or similar), calendar tools, and collaboration platforms.
- Ability to independently learn and implement new tools, including automation or workflow platforms.
- Exceptional written English communication skills, including customer-facing correspondence.
- Extreme attention to detail and zero-error mindset in fast-paced, high-stakes environments.
- Experience supporting enterprise sales teams or complex deal pipelines (Preferred)
- Familiarity with European business culture, particularly German enterprise environments (Preferred)
- Experience in AI, SaaS, or enterprise technology companies (Preferred)
- Proficiency in German or other European languages (Preferred)
- Experience building automations using no-code, low-code, or scripting tools (Preferred)
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 & Tools
CRM systemscalendar managementautomation workflowsno-code toolslow-code toolsscripting toolsdata entryoperational efficiencypresentation preparationmeeting synthesis
Soft Skills
attention to detailwritten communicationprofessionalismurgencyindependent learningorganizational skillscustomer-facing correspondenceprocess improvementstrategic initiative contributiontime management