Executive Assistant

Job description:

We are seeking a mature, highly organized, business-savvy Virtual Executive Assistant to provide high-trust support to a senior executive. This is a demanding role for someone who can stay several steps ahead, protect the executive’s time, coordinate priorities, and operate calmly across a fast-moving schedule.

The ideal candidate is based in Cebu or Negros Island, Philippines, communicates exceptionally well, and is comfortable being available outside standard hours when business needs require it.

Key responsibilities

• Own and manage a complex executive calendar, including appointments, meetings, reminders, travel, and follow-ups.
• Keep the executive prepared for each day: confirm priorities, surface deadlines, assemble briefing notes, and anticipate needed decisions.
• Coordinate with internal leaders, clients, partners, and service providers with professionalism and discretion.
• Track action items from meetings and ensure commitments are followed through.
• Screen, organize, and draft correspondence, messages, and meeting requests.
• Arrange travel, itineraries, accommodations, transport, and related logistics.
• Create concise documents, summaries, presentations, and reports as needed.
• Help maintain systems for priorities, tasks, files, and recurring business rhythms.
• Handle sensitive business and personal information with absolute confidentiality.
• Be reachable and responsive during agreed extended or flexible hours, including occasional urgent needs outside regular business hours.

What we’re looking for

• Significant experience supporting a founder, CEO, executive, entrepreneur, or senior business leader.
• Mature professional judgment and a genuine understanding of how businesses operate.
• Excellent written and spoken English.
• Strong command of Google Workspace, Microsoft Office, calendar tools, video meetings, and task-management systems.
• Exceptional attention to detail, follow-through, and ability to manage competing priorities.
• Proactive: you notice what needs to happen before being asked.
• Resourceful and comfortable solving problems independently.
• Calm, polished, dependable, and able to work with minimal supervision.
• High integrity and discretion.

Preferred qualifications

• Based in Cebu or Negros Island.
• Experience working with international teams or executives across time zones.
• Background in operations, project coordination, business administration, or executive support.
• Ability to support occasional personal logistics alongside business responsibilities.