Executive Assistant - 51919760133

Seeking Philippines-based Filipino candidates and South African citizens based in South Africa.
 

Position : Executive Assistant

Working Schedule : 8am-5pm EST

Salary Range :

• PH $1,300-$1,600 USD Monthly
• SA $1,500-$2,000 USD Monthly 

(The final salary will be determined by the candidates level of experience and at the discretion of the client)

Job Summary:

The Executive Assistant is a highly organized, proactive, and detail-oriented professional who provides comprehensive administrative and operational support to the Executive. This role requires a high degree of confidentiality, discretion, and the ability to anticipate needs and proactively solve problems. The ideal candidate will make quick decisions, be a strong communicator, adept at managing multiple priorities, and capable of thriving in a fast-paced environment.

Key Responsibilities:

• Administrative Support:
  • Manage and maintain the Executives complex calendar, including scheduling appointments, meetings, and travel.
  • Coordinate and organize all aspects of domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
  • Prepare and edit correspondence, presentations, reports, and other documents.
  • Handle incoming and outgoing communications primarily via email and internal platforms, acting as a gatekeeper when needed.
  • Maintain and organize physical and digital files, ensuring information is easily accessible.
• Meeting Management:
  • Prepare meeting agendas, presentations, and supporting materials.
  • Take accurate and detailed meeting minutes and distribute them in a timely manner.
  • Follow up on action items to ensure deadlines are met.
  • Coordinate meeting logistics, including room setup, A/V equipment, and catering.
• Project & Task Management:
  • Assist with special projects and initiatives as assigned by the Executive.
  • Conduct research and compile data to support various projects.
  • Track and manage project deadlines and deliverables.
  • Manage and process expense reports, invoices, and other financial documents.
• Communication & Stakeholder Relations:
  • Serve as a primary point of contact for internal stakeholders.
  • Build and maintain positive relationships with clients, partners, and colleagues.
  • Draft professional and articulate communications on behalf of the Executive.
  • Exercise a high level of discretion and confidentiality in all matters.
  • Use advanced Excel functions to create trackers, reports, and analytical summaries.
• Technology & AI Enablement
  • Utilize AI tools (e.g., AI assistants, automation platforms, document analysis tools) to improve efficiency, reporting, scheduling, and research.
  • Apply AI literacy to evaluate, adopt, and responsibly use emerging tools to streamline workflows.
  • Continuously identify opportunities to optimize processes using technology and automation.

Qualifications:

• Experience: 3+ years of experience as an Executive Assistant supporting C-level executives or senior leadership
• Skills:
  • Exceptional organizational and time-management skills with strong attention to detail.
  • Outstanding written communication skills.
  • Advanced Excel proficiency, including formulas, pivot tables, data analysis, and reporting.
  • Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and related productivity tools.
  • AI literacy, including hands-on experience using AI tools to enhance productivity and decision-making.
  • Ability to work independently, prioritize effectively, and adapt quickly.
  • Strong problem-solving and decision-making abilities.
  • Excellent interpersonal skills and professional judgment.
  • High level of integrity, professionalism, and discretion.