Executive Assistant
Virtual Assist
full-time
Posted on:
Location Type: Remote
Location: Philippines
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About the role
- Manage daily task queues from multiple leaders with competing priorities.
- Coordinate schedules, meetings, and appointments for executives across multiple time zones.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Serve as liaison between senior leaders and internal/external stakeholders.
- Draft, proofread, and manage email communications and correspondence on behalf of executives.
- Coordinate leadership communications, including internal memos and announcements.
- Track and support key operational, financial, and business development initiatives.
- Assist in preparing reports, dashboards, proposals, and presentations as requested.
- Maintain organized filing systems for digital documents (e.g., contracts, project files, SOPs).
- Input and maintain data within the company’s strategic management system to support performance tracking and initiative execution.
- Maintain and optimize executive calendars to reduce conflicts and improve efficiency.
- Book travel, lodging, and accommodations; prepare itineraries and track expenses.
Requirements
- Proven experience (3+ years) as an Executive Assistant or Virtual Assistant supporting multiple executives.
- High level of discretion in handling sensitive and confidential information.
- Strong organizational skills with an ability to multitask and prioritize effectively.
- Excellent written and verbal communication skills.
- Proficient in Google Workspace (Docs, Sheets, Calendar), Microsoft Office, Zoom, and project/task management tools (e.g., Asana, Trello, Click Up).
- Fast and accurate typing, note-taking, and document formatting skills.
- Self-starter with a proactive, problem-solving mindset.
- Experience in the construction, engineering, or electrical contracting industry (preferred).
- Prior experience coordinating with cross-functional leadership teams (preferred).
- Experience working within a strategic planning or performance management system (preferred).
- General secretarial Functions such as facilitating meetings and presenting power point (preferred).
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
executive assistancemultitaskingnote-takingdocument formattingreport preparationdashboard creationproposal writingperformance trackingcalendar managementtravel coordination
Soft Skills
organizational skillscommunication skillsdiscretionproblem-solvingself-starterprioritizationliaisonattention to detailtime managementcollaboration