Executive Assistant

Catena

Executive Assistant with operational responsibilities for C-level executives in fast-paced environment. Support executive communication, scheduling, and project management within a global team.

Posted 5/18/2026full-timeRemote • 🇵🇭 PhilippinesJuniorMid-LevelWebsite

About the role

Key responsibilities & impact

Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)
Draft, proof, and send professional internal and external communications on behalf of leadership
Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready
Coordinate meetings with internal and external stakeholders across multiple time zones
Manage task lists and close 90%+ of delegated items within 48 hours
Track deadlines, commitments, and action items to ensure timely execution
Maintain proactive oversight of ongoing projects to ensure on-time delivery
Maintain dashboards and documentation in Notion, Asana, and other internal tools
Create, update, and refine SOPs to improve consistency and operational efficiency
Build structure around recurring workflows through automation and process mapping
Monitor task completion and reduce recurring errors or missed deadlines
Streamline recurring workflows and support cross-functional operational processes
Facilitate team communication, shared workspaces, and progress tracking systems
Support operations including vendor coordination and task management
Own complex calendar management including internal meetings, external calls, and priority-based scheduling
Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries
Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through
Support legal and administrative documentation (routing forms, signatures, deadline tracking)
Coordinate personal appointments, reservations, and occasional household/vendor support as needed
Protect executive time by managing schedule conflicts and ensuring adequate focus time
Conduct industry, competitor, and market research to support executive decision-making
Compile concise briefs, summaries, and actionable insights from research
Manage internal communications such as weekly team updates and stakeholder notes
Research new tools and AI automations to improve operational speed and accuracy
Support reporting on performance metrics, market trends, and strategic opportunities
Identify potential issues early and propose proactive solutions
Assist with special projects including light due diligence and business development initiatives

Requirements

What you’ll need

Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments
Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO-level communication
Communication: Excellent written and verbal English communication skills; clear, concise, and professional
Organization: Exceptional attention to detail, organization, and time management capabilities
Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative
Discretion: High levels of confidentiality and professionalism when handling sensitive information
Remote Experience: Demonstrated ability to work remotely with leaders across time zones
Problem-Solving: Ability to think critically, manage competing priorities with urgency and precision
Follow-Through: Demonstrated reliability in completing tasks and meeting deadlines consistently

Benefits

Comp & perks

Competitive Salary: Based on experience and skills
Remote Work: Fully remote — work from anywhere
Generous PTO: In accordance with company policy
Direct Mentorship: Access to global industry leaders
Learning & Development: Continuous growth resources
Global Networking: Work with international teams
Health Coverage (Philippines only): HMO after 3 months (full-time)

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

calendar managementinbox managementtask managementmeeting coordinationSOP creationprocess mappingmarket researchreporting on performance metricsvendor coordinationadministrative documentation

Soft Skills

communicationorganizationattention to detailtime managementproactive mindsetdiscretionproblem-solvingreliabilityinitiativecritical thinking