Virtual Executive Assistant – Real Estate Development
Catena
contract
Posted on:
Location Type: Remote
Location: Philippines
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About the role
- Manage the CEO’s calendar, scheduling, and daily priorities across multiple time zones.
- Coordinate travel logistics including flights, accommodations, transportation, and meetings.
- Organize internal and external meetings, including board-level discussions.
- Handle professional and occasional personal administrative tasks for the CEO.
- Ensure the CEO’s schedule aligns with company priorities.
- Act as the central operational coordinator for all key tasks and projects.
- Track company priorities, deadlines, and deliverables across team members.
- Follow up with team members to ensure commitments are completed.
- Identify blockers or risks and escalate proactively to leadership.
- Maintain operational visibility to keep the team aligned and productive.
- Maintain and optimize the company’s Notion workspace.
- Track project updates, task ownership, and company-wide priorities.
- Ensure accountability by monitoring responsibility for deliverables and deadlines.
- Keep documentation and workflows updated as the company evolves.
- Support the CEO in maintaining a clear operational dashboard.
- Manage meeting documentation by converting discussions into structured tasks.
- Join Zoom meetings to capture action items and summarize key outcomes.
- Brief the CEO on takeaways, priorities, and next steps after meetings.
- Facilitate team access to the CEO for decisions or approvals.
- Assist with onboarding logistics for new team members when necessary.
- Support operational improvements and process enhancements as the company grows.
Requirements
- 3+ years of experience in executive assistance, operations coordination, or chief-of-staff support roles.
- Proven experience managing executive calendars, travel logistics, and complex scheduling.
- Exceptional organizational and task management skills; ability to manage multiple priorities.
- Excellent written and spoken English communication.
- Professional demeanor and ability to interact with senior leadership.
- Proactive, anticipatory, and solutions-oriented mindset.
- Comfortable managing up and ensuring accountability across teams.
- High attention to detail and reliability with sensitive information.
- Confident participation in professional meetings and Zoom communications.
- Experience supporting founders or executives in startups or small high-growth teams.
- Prior experience in real estate development or investment environments.
- Familiarity with operational documentation and knowledge management systems.
- Experience with AI productivity tools or automation platforms.
- Background in operations, project coordination, or chief-of-staff style roles.
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
executive assistanceoperations coordinationcalendar managementtravel logisticstask managementproject coordinationdocumentation managementmeeting facilitationonboarding logisticsprocess enhancements
Soft Skills
organizational skillscommunication skillsprofessional demeanorproactive mindsetattention to detailreliabilitysolutions-orientedability to manage multiple prioritiesinterpersonal skillsaccountability