Hybrid Senior Personal Executive Assistant Dayshift; Quezon City

About Us

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the worlds 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. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals

Job Description

The Personal Assistant to the Clients Office plays a pivotal role in ensuring the seamless management of the familys personal, household, and lifestyle needs. While primarily supporting the Client, this role also involves coordinating schedules, managing household staff, handling personal procurement, overseeing travel management, and providing comprehensive administrative support. A key responsibility will be assisting and supporting the Client with her various projects. The position requires proactive problem-solving, attention to detail, and the ability to adapt to changing priorities. As a trusted support figure, the Personal Assistant will help the Client and the family maintain balance in their personal lives, allowing them to focus on their professional and personal goals. This role is essential in creating a well-organised, efficient, and enjoyable home environment.

PROFESSIONAL ATTRIBUTES

Qualifications

• Completion of High School or above
  
  

Work Experience

Essential

• Minimum 12 months of Personal Assistance experience: Proven track record in providing high-level administrative and organisational support in a personal assistant role, ensuring seamless day-to-day operations.
• Experience managing multiple calendars and schedules: Demonstrated ability to coordinate and oversee complex and dynamic schedules for family members, balancing personal and professional commitments with precision.
  
  

Preferred

• Experience in an Accounts or Administrative Role: Familiarity with handling accounts payable, expense management, and general administrative duties, ensuring financial accuracy and timely processing.
• Personal Assistance Experience in a Family Office: Previous experience in a family office setting, providing tailored support to meet the unique and diverse needs of a private household.
• Event Management: Hands-on experience planning and coordinating family or social events, from intimate gatherings to larger functions, ensuring every detail is handled with care.
• Travel Management: Competence in organising both domestic and international travel, including booking flights, accommodations, itineraries, and managing last-minute changes.
• Exposure to Childrens Activities and Support: Experience assisting with education communications, co-curricular activities, and managing health and wellness appointments for children, in collaboration with caregivers or Au Pairs.
  
  

Skills & Experience

Essential Skills:

• Strong ability to communicate effectively and professionally with a variety of stakeholders, ensuring clarity, understanding, and a positive rapport. Able to tailor communication to suit different audiences, from formal emails to in-person conversations.
• Capability to thrive in fast-paced, ever-evolving environments. Able to pivot priorities quickly and efficiently, ensuring tasks are completed even when plans change unexpectedly.
  
  

Preferred Skills:

• Hands-on experience using Xero for managing expenses, accounts payable, and financial documentation, ensuring accuracy and compliance with household or family office accounts.
• Demonstrated ability to pick up new tools and technologies with ease, staying ahead of digital advancements and utilising software to optimise workflows and efficiency.
• Ability to think critically and creatively to resolve issues quickly and effectively, anticipating challenges and addressing them proactively to avoid disruptions.
• Intermediate skills in Word, Excel, PowerPoint, OneNote, and Outlook, ensuring seamless document creation, data management, and communication, supporting the family with well-organised, professional output.
  
  

CORE ROLE COMPETENCIES

ADAPTIBILITY

• Skilfully assess and prioritise tasks to ensure the most important and urgent needs are addressed first.
• Efficiently manage various duties simultaneously, ensuring nothing falls through the cracks.
• Remain calm and effective in situations where guidance is minimal, using creativity and initiative to navigate ambiguity
  
  

PROACTIVE

• Take the lead in structuring your day to provide timely, organised, and reliable support to the White Family.
• Anticipate challenges before they arise, taking preventative action to keep things running smoothly and avoiding potential problems.
  
  

FLEXIBILITY

• Maintain a flexible, can-do attitude to adapt to evolving family needs, whether they change at short notice or require a shift in priorities.
• While structure is key, always be prepared to adjust plans and timelines based on the familys dynamic lifestyle.
  
  

PERCEPTIVE

• Exhibit a deep understanding and sensitivity to the unique needs, preferences, and priorities of each family member through thoughtful actions
• Foster trust by recognising and respecting the nuances of the familys routines and requirements, ensuring they feel supported and valued.
  
  

Key Role & Responsibilities

Personal Assistance to the Client

• Email & Calendar Management: Handle professional and personal email communications and calendar scheduling for the Client, keeping her informed of professional and personal commitments, appointments, and deadlines. Proactively manage schedules to prevent conflicts and accommodate any last-minute changes.
• Travel Coordination: Manage and coordinate personal travel for the Clientand family when required, including flights, accommodations, and itineraries. Ensure all travel arrangements align with schedules and preferences, providing a seamless and enjoyable travel experience.
• Meeting Support: Prepare meeting agendas and take minutes for personal meetings, ensuring that all follow-up actions are documented and tracked efficiently.
• Support Personal Procurement: Assist with sourcing and purchasing personal items for the family, ensuring quality and timely deliveries.
• Assist Carley with Ad-Hoc Tasks: Provide support with a range of miscellaneous administrative tasks as requested, ensuring flexibility and efficiency.
  
  

Household Management

• Residence Management: Provide comprehensive oversight for the personal residence by coordinating maintenance and repairs, managing contractors and service providers, monitoring smart home systems and security measures, and acting as a liaison for family members to ensure that all aspects of the home function optimally to meet the familys needs.
• Household Staff Management: Manage schedules, roles and responsibilities of household staff such as Chef, Housekeeper, Au Pair, Education Assistant and various contractors to ensure smooth daily operations within the household.
• Household Asset Management: Oversee the maintenance and repair schedules for significant household assets. This includes ensuring that all assets remain in optimal working condition through proactive maintenance.
• Pet Management: Organisation of pet food and supplies, coordinate transportation for appointments or travel, and handle any additional pet-related requirements to maintain the well-being of all family pets.
  
  

Family Management

• Education Liaison: Handle all education-related communication to ensure the childrens academic activities run smoothly.
• Manage Co-Curricular Activities: Coordinate sign-ups and manage logistics for co-curricular programs, ensuring childrens schedules are balanced and enriching.
• Calendar Oversight: Maintain up-to-date calendars for all childrens activities, ensuring smooth transitions between events.
• Tech & IT Support: Oversee childrens electronics and IT needs, from device setup to troubleshooting.
• Event Management: Organise special family events, ensuring every detail is managed effectively.
  
  

Health, Wellbeing, and Family Support

• Medical Support: Assist the Client in managing the familys health by booking medical appointments and maintaining accurate medical records, including histories and treatments.
• Health & Wellbeing Support: Help the Client coordinate relationships with health practitioners and manage ongoing treatments or appointments. Support her in organising and tracking wellness activities such as fitness sessions, mindfulness practices, and other routines that promote wellbeing.
• Family Support: Provide administrative assistance to the Client in overseeing the familys overall health and wellbeing. This includes facilitating communication with service providers, maintaining up-to-date records, and assisting with the childrens educational wellbeing by ensuring that materials, activities, and resources are well-organised and aligned with their needs.
  
  

Expense & Xero Personal Management

• Oversee Accounts Payable for the Client Personal Xero file, ensuring prompt and accurate processing of payments.
• Manage Expense Claims: Handle the organisation, submission, and tracking of all expense claims, including maintaining proper receipt documentation.
• Document Retrieval: Source relevant financial documentation from digital sources and physical mailboxes at both the office and residence.
• Efficient Filing & Distribution: Ensure all documentation is appropriately categorised and uploaded to platforms such as Xero, Hubdoc, or DMS for smooth financial management.
  
  

KEY RELATIONSHIPS

Internal

• the Clients Family Members: Collaborate closely with all family members to understand their needs and preferences, ensuring seamless support in daily activities.
• the Clients Au Pair: Work in partnership with the Au Pair to coordinate childrens schedules and activities, fostering a harmonious environment for the family.
• the ClientExecutive Assistant: Coordinate with the family office EA to streamline administrative tasks and enhance overall efficiency.
  
  

External:

• Personal Service Providers: Engage with a variety of service providers, including chefs, cleaners, and other household staff, to ensure exceptional service and support for the family.
• Home Maintenance Providers: Liaise with gardeners, tradespeople, and handymen to maintain the household and address any maintenance needs promptly.
  
  

Pet Service Providers: Collaborate with pet care professionals, such as daycare facilities and pet taxi services, to ensure the well-being and happiness of the familys pets.

Work Location

• Work Location
• Hybrid, Eastwood office or Alabang
• Should have strong internet connection (minimum of 20 mbps)
• Should have own Laptop/PC (minimum of i5 8GB RAM)
• Dayshift, 6AM - 3PM or 7AM to 4PM Monday to Friday

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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