Executive Assistant to the CEO

Job Description

About Us:

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive.

Virtual Executive Assistant to the Founder & CEOAbout the Role

We are seeking a highly organized and proactive Virtual Executive Assistant to provide direct support to a Founder & CEO overseeing a growing, multi-location professional services organization. The executive leads business strategy, hiring, compliance, property management, finance, and other operational initiatives, and is looking for a trusted partner to manage coordination, communication, and follow-through across both business and personal responsibilities.

This is a fully remote position. You'll work alongside an established virtual support team while serving as the executive's dedicated assistant. The role requires meaningful overlap with U.S. Central Time to support inbox management, scheduling, oversight, and other time-sensitive priorities in near real time. Communication is primarily handled through email, task management platforms, and messaging tools.

The ideal candidate is proactive, resourceful, and highly organized. You anticipate needs, take ownership of tasks, communicate effectively, and ensure commitments are completed without requiring constant direction.

Key ResponsibilitiesInbox & Communication

• Manage and triage the executive's inbox daily, identifying priorities and surfacing items requiring attention.
• Draft professional, thoughtful, and personalized email responses tailored to different audiences, including employees, candidates, vendors, business partners, and service providers.
• Prepare drafts for review before sending and escalate urgent matters when appropriate.
• Track ongoing conversations and commitments to ensure timely follow-up.
  
  

Calendar & Time Management

• Prepare meeting briefs, including attendee background, meeting objectives, and key discussion points.
• Coordinate calendar management, including scheduling, rescheduling, protecting focus time, and identifying conflicts or priorities.
  
  

Project Management

• Coordinate projects from initiation through completion by tracking deadlines, communicating with stakeholders, and ensuring deliverables stay on schedule.
• Collaborate with internal teams and external vendors on recurring operational initiatives.
• Coordinate vendor and contractor activities, including scheduling, document collection, and follow-up.
• Develop, update, and maintain Standard Operating Procedures (SOPs) and process documentation.
• Track action items across business and personal responsibilities, proactively addressing potential delays.
  
  

Recruiting Coordination

• Communicate with candidates throughout the recruitment process.
• Schedule interviews and coordinate hiring activities.
• Maintain accurate candidate tracking spreadsheets and recruitment records.
• Monitor hiring progress and identify opportunities to improve recruitment workflows.
  
  

Research & Decision Support

• Research vendors, software, service providers, and other business solutions.
• Prepare reports, presentations, spreadsheets, dashboards, and meeting materials to support strategic decision-making.
  
  

Finance & Administrative Support

• Coordinate bill payments, invoice tracking, expense management, and approval workflows.
• Work closely with the bookkeeping function to organize and provide required financial documentation.
  
  

Personal Executive Support

• Manage occasional personal administrative tasks and special projects.
• Coordinate business and personal travel arrangements and scheduling.
• Assist with personal appointments, vendor coordination, and other executive support needs as assigned.
  
  

QualificationsMust-Have Requirements

• Previous experience supporting a Founder, business owner, CEO, or senior executive in a remote environment.
• Ability to work with at least 40-50% overlap with U.S. Central Time and remain responsive during those hours.
• Exceptional written English with the ability to adjust tone appropriately for different audiences.
• Strong organizational skills with excellent attention to detail and follow-through.
• High level of discretion when handling confidential business, financial, personnel, and personal information.
• Strong judgment and prioritization skills with the ability to make informed decisions independently.
• Excellent project coordination skills and the ability to manage multiple priorities simultaneously.
• Proactive mindset with a systems-oriented approach to tracking tasks and closing action items.
• Comfortable receiving feedback, adapting quickly, and continuously improving processes.
  
  

Nice-to-Have Requirements

• Experience using Google Workspace and task management platforms.
• Reliable home office with high-speed internet and a quiet workspace for occasional meetings.
• Experience supporting organizations in healthcare, professional services, or similar industries.
• Experience supporting executives who manage multiple business entities and complex personal and professional schedules.
  
  

Additional Notes

• Work Setup: Home-based (minimum internet speed of 50 Mbps required)
• Schedule: Monday-Friday; Shifting schedule between 10PM to 7AM PHT Graveyard
  
  

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

By clicking on the "I'm Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.

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