Executive Assistant

Job Description

About Us:

Outsourced is a leading Philippines outsourcing company providing dedicated remote staff and offshore staffing services. We specialise in providing staff of the highest quality who will continue to exceed your expectations and provide benchmark offshore solutions to your business. With Outsourced, you can scale your organisation quickly, easily, and cost-effectively with dedicated remote staff based in our modern offices in Manila.

Key Responsibilities

Calendar and Inbox Management

• Manage and prioritize the executives calendar across time zones.
• Schedule and coordinate meetings, including with clients, partners, vendors, and internal teams.
• Monitor and manage key email accounts, flagging urgent issues and ensuring timely responses.
  
  

Administrative Coordination

• Oversee, streamline, and organize administrative functions such as document preparation, vendor onboarding, HR checklists, and internal communications.
• Liaise with bookkeeper, engineers, and external parties as needed to keep admin, HR, and operational processes smooth.
• Maintain and update company and vendor profiles for clients, universities, and other customers, including paperwork processing and renewals.
• Support occasional travel, event, or conference arrangements.
  
  

Project Support

• Create, monitor, and maintain project trackers and recurring workflows (weekly, monthly, quarterly), ensuring deliverables stay on track.
• Coordinate with staff to gather updates and support reporting efforts.
• Take meeting notes, document action items, and follow through on deadlines.
  
  

Standard Operating Procedures (SOPs)

• Work directly with leadership and team to capture existing processes and convert them into well-documented SOPs.
• Proactively identify opportunities for efficiency and process improvement.
• Lead or support efforts to standardize and improve recurring admin, sales, or customer engagement tasks.
  
  

Client, Partner, and Research Support

• Conduct initial outreach and qualification with potential channel partners, distributors, or research collaborators.
• Help plan and coordinate introductory meetings, gather initial requirements, and pass qualified opportunities to company leadership.
• Support occasional research or data collection tasks as the company expands into new areas (e.g. grant paperwork, industry research).
  
  

Key Qualifications

• Minimum 3 years experience in an Executive Assistant, Administrative Coordinator, or Project Coordination role, technology or technical businesses strongly preferred.
• Outstanding organizational skills and ability to multitask in a fast-paced, remote-friendly environment.
• Excellent written and verbal English communication - professional, clear, and comfortable engaging with both technical and non-technical audiences.
• Strong business acumen, critical thinking, and initiative, able to anticipate needs, propose solutions, and operate with little oversight.
• Experience creating and maintaining SOPs, with attention to detail and ability to make processes visible and scalable.
• Proficiency with productivity tools such as Google Workspace, Project tracking/CRM tools (e.g., HubSpot), and online communication platforms.
• Reliable high-speed internet, independent workspace, and ability to coordinate with US time zones (Mountain Time or similar).
• Positive attitude, collaborative spirit, discretion, and a willingness to learn.
  
  

Preferred Qualifications

• Experience supporting sales, grant applications, or technical/research projects.
• Familiarity with cloud-based document management, process mapping, or workflow
• automation tools.
  
  

Work Schedule: 12:00 AM - 9:00 AM Philippine Time (may change depending on the business need)

Work Setup: Home-based

• Must have at least 50mbps for both download and upload speed
• Must have own laptop/PC
  
  

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 "Im 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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