Executive Assistant W HubSpot Experience

We are seeking a proactive, highly organized, and tech-savvy Executive Assistant to support our executives and operations team. This role is ideal for someone with 2+ years of HubSpot experience and strong customer service skills who thrives in a fast-paced environment and enjoys improving systems and processes.

Key Responsibilities

• Manage executive calendars, meetings, travel, and multiple inboxes (CEO, COO, etc.).
• Handle incoming and outgoing communications with professionalism and discretion.
• Provide excellent client service and timely follow-ups.
• Prepare and distribute reports, presentations, and documents.
• Collaborate with cross-functional teams to support daily operations.
• Continuously improve administrative workflows and efficiency.

HubSpot & Systems (Required)

• Build, edit, and optimize HubSpot pipelines.
• Customize deal stages, properties, and pipeline views.
• Define and enforce data entry standards at each pipeline stage.
• Create and maintain reports and dashboards for leadership visibility.
• Use tools such as HubSpot, Monday.com, Asana, Trello, Zoom Workplace, and RingCentral.

Requirements

• 2+ years of HubSpot experience (pipeline management & reporting).
• Executive Assistant, Administrative, or similar experience.
• Strong customer service background.
• Highly tech-savvy with excellent organizational and communication skills.
• Ability to handle confidential information.
• Availability to work U.S. time zones (PST, EST, CST).
• High school diploma or equivalent.

Nice to Have

• Experience with Shopify (preferred, not required).
• Social media posting or content creation experience.

System and Work Setup Requirements:

• A stable and high-speed internet connection preferably 25 MBPS or higher with backup in cases of power interruption or service provider issues.
• Own PC/laptop with 8GB RAM, and a processor of Core i5 / AMD Ryzen 3 / 2013 Mac equivalent or higher; Windows 10 or above / Catalina 10.15 or newer; with up-to-date web browsers, and security software, 500GB/128 SSD storage
• Headset/earphone with noise cancellation and webcam at 720p or higher resolution
• A designated, quiet, and well-organized workspace free from distractions to facilitate focused work

Benefits

• Permanent remote work setup
• Competitive starting rate paid in USD
• Internet Allowance
• HMO insurance (PH)
• Retirement Fund
• Paid US holidays
• Paid Vacation and Sick Leaves