Executive Assistant

LOOKING FOR FILIPINO CITIZENS BASED IN THE PHILIPPINES

Position: Executive Assistant

Working Hours: Monday to Friday 8am-5pm MST (some flexibility might be needed) / M-S 10pm-7AM PHT
Salary Range: up to 1,500 USD/month

Holidays: TBD

Payment Cycle TBD: 

About the company:

A consulting firm and family office.

About the role:

We are looking for a virtual assistant/exec assistant to support TWO executives and the family office.

The ideal candidate will be organized, proactive, professional, collaborative, and enjoy

working in an often fast-paced environment. We are a small team and wear many hats, adaptability, and willingness to learn are a must. The right candidate will be able to seamlessly switch back and forth from executive assistant to personal assistant as needed. This is an amazing opportunity to work on a variety of projects, with high-performing individuals. 

Role reports to the Senior Executive Assistant and will work in unison as a cohesive team. We have three main people we report to and support though.

Duties and responsibilities:

• Expertly manage multiple calendars with meticulous attention to detail
• Meeting management includes but is not limited to; scheduling, setting up Zoom (or the like), running meetings as needed, prepping agendas, setting up in-person logistics etc.
• Coordinate international/domestic travel arrangements with thorough itineraries
• Handle inquiries quickly and proactively and identify process improvements to increase efficiency
• Clear communication written and verbal, internally and externally
• Expertly manage reminders and processes for follow-up on tasks and deliverables both due to our team and expected from the team
• Prepare the team for meetings, client presentations, and events. To include but not limited to meeting arrangements and planning or research pre-meetings to prep the team
• Prioritize assignments, incoming inquiries, emails etc. and determine what action is required, may respond to correspondence or take ownership of action items as appropriate
• Composes correspondence, meeting minutes, reports, or other materials as needed
• Plan and arrange family events, get-togethers, and events in Jackson, San Francisco, and elsewhere as needed
• Manage various administrative tasks i.e. tracking flight credits, physical location logs, and coordinating the family's season tickets
• Assist with all aspects of property management for rental properties including executing rental agreements, managing invoicing, sourcing/vetting/scheduling vendors, and other tasks as needed
• Research various items including but not limited to gifts for family, tools, and technology for the business, materials, and products, and/or services for professional and personal needs
• Assist with any ad-hoc tasks, support, and projects as needed both for the business and personal
• Ensures confidentiality and controls access to sensitive information

Requirements

• 5+ years administrative office experience or executive support experience

• Executive support experience strongly preferred

• Bachelor’s degree preferred

• Professional and articulate communication skills

• Considerable tact and discretion for dealing with sensitive and confidential information, and for frequent interactions with high level contacts inside and outside the organization

• Creative approach to problem-solving with a hands-on, adaptable mindset

• Impeccable attention to detail and a proactive approach to staying organized

• Proven capacity to multitask and switch between multiple projects

• Team-player mentality, with a willingness to jump in and “figure it out”

• Strong service passion and ability to gain the confidence of those around

• Strong initiative with ability to anticipate needs and proactively address

• Strong working knowledge in Microsoft Office; Excel/PowerPoint/Word, Google Suite; Gmail/Drive/Calendar

• Availability outside of regular business hours when needed