Provide full-time remote executive support to a Director: manage multiple inboxes and phones, schedule calendars and travel, prepare meeting materials and minutes, handle bookkeeping (Xero/MYOB), maintain CRMs and member onboarding, run social media and email campaigns (Hootsuite, Mailchimp, WordPress), design materials in Canva, coordinate events, and ensure strict shift-based availability and time tracking.
This is a remote position.
Role Overview
We are seeking an enthusiastic Executive Assistant to join our dynamic team. This role serves as a vital enabler and supporter to our entrepreneurial Director, who manages diverse client portfolios.
The ideal candidate will possess a growth mindset, thrive in a fast-paced environment, and demonstrate exceptional attention to detail.
Key Responsibilities:
Administration
Phone Management
- Professionally answer incoming calls and act as the first point of contact for clients and partners.
- Confidently switch between different business names when answering calls for multiple clients.
Make outbound calls when needed and communicate clearly to resolve enquiries and issues.
Email Management
- Manage and monitor 6–7+ shared inboxes, responding to emails promptly and professionally.
- Seamlessly switch between multiple client mailboxes while maintaining accuracy and consistency.
- Write clear, professional emails on behalf of the Director with exceptional attention to detail.
Executive Support
- Provide end-to-end administrative support to the CEO, including email management, calendar scheduling, and travel coordination.
- Prepare meeting agendas, take accurate meeting minutes, and create proposals and quotes with strong attention to detail.
- Organize and coordinate Zoom and Microsoft Teams meetings and webinars.
Business Operations
- Bookkeeping
- Using Xero Accounting Software and/or MYOB Software, manage accounts payable and accounts receivable
CRM Management & Membership Onboarding
- Update client databases and create new member records accurately.
- Send welcome emails, login details, and membership invoices to new members.
- Manage records across multiple clients while maintaining a high level of accuracy and attention to detail.
Social Media, Marketing & Website Management
- Manage social media accounts using Hootsuite, including content scheduling and audience engagement.
- Update and maintain company websites through WordPress and other platforms by uploading content, creating pages, and keeping information current (no coding required).
- Create and send email campaigns, newsletters, membership updates, and renewal reminders using Mailchimp.
- Produce professional, error-free communications with excellent grammar, spelling, and punctuation.
- Design social media graphics, marketing materials, flyers, presentations, and PowerPoint slides using Canva.
Event Administration
- Manage event registrations, RSVPs, and dietary requirements.
- Coordinate event logistics with the Events Manager and Director.
- Send delegate confirmations, participation certificates, and speaker communications.
- Provide end-to-end administrative support for events, including sponsorship, exhibition, and general event coordination.
Requirements
- Previous experience in a similar role, preferably supporting an Australian-based business.
- Excellent written and verbal communication skills with the ability to adapt to different audiences.
- Strong writing, grammar, and proofreading skills, with minimal reliance on AI tools.
- Experience using Hootsuite, Mailchimp, and WordPress is a bonus
- Highly organised with the ability to manage multiple tasks and priorities.
- Proficient in Microsoft Excel, including reporting and dashboards; data scraping experience is an advantage.
- Has experience using any CRM, Zoom, MS Teams, Canva, and PowerPoint
- Exceptional attention to detail and commitment to producing accurate, high-quality work.
- Proactive, positive, adaptable, and eager to learn and grow.
Work Environment & Expectations
While this is a work-from-home position, it is important to note that this is a full-time role—not a freelance or flexible-hour arrangement. You will be expected to work a fixed shift and maintain a high level of professionalism and accountability, just as you would in an office environment.
✅ This role requires:
Discipline and commitment to set working hours (strict shift times, not flexible)
Use of time tracking software during work hours
Active participation in team and client calls with your camera ON
Consistent availability and responsiveness throughout your shift
Treating this as a long-term, full-time job—not a side gig or freelance task
⏱ Payroll is processed bi-monthly.
We’re looking for someone who values structure, is dependable, and thrives in a role that provides consistency and clarity. If you’re seeking stability and a team that appreciates reliability, we’d love to hear from you.
Benefits
1. Monthly Salary: PHP 35,000
2. Salary will be paid on a bi-monthly basis on the 15th and 30th or 31st of each month
3. You will be paid extra for overtime and Philippines public holidays
4. Probation: 6 months and after Probation
- 10 days annual leave credits
- 5 days of sick leave
5. HMO offered after 6-month probation
6. 13th Month Pay after 30 days
7. Annual Salary Review
8. Laptop provided after 30 days
9. Permanent work-from-home role. You will have to use your own internet.
10. SHIFT TIMES: 6:30 AM to 3:30 PM Philippine time, Monday to Friday
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