Executive Assistant (Laguna, Philippines)

This is a remote position.

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the Chief of Staff to provide administrative, operational, and coordination support in a fast-paced work environment.

The ideal candidate is a self-starter who can work independently with minimal supervision, anticipate needs, manage competing priorities, and ensure that day-to-day activities run smoothly. This role requires excellent communication skills, strong time management, discretion in handling confidential information, and the ability to stay organized while working remotely.

The successful candidate will play an important role in helping the Chief of Staff manage schedules, coordinate meetings, track priorities, organize information, and ensure that important tasks and follow-ups are completed on time.

1. Provide administrative and executive support to the Chief of Staff to ensure efficient day-to-day operations.
   

2. Work independently with minimal supervision, take ownership of assigned responsibilities, and make sound decisions within the scope of the role.
   

3. Act as a representative of the Chief of Staff when authorized, communicating with internal and external stakeholders, coordinating requests, and following through on matters on their behalf.
   

4. Manage calendars, appointments, meetings, and schedules, including coordinating meeting arrangements and resolving scheduling conflicts.
   

5. Manage emails, correspondence, and other business communications as needed.
   

6. Prepare meeting agendas, take meeting minutes, and track action items to ensure timely follow-ups.
   

7. Organize and maintain digital files, documents, reports, presentations, and other business records.
   

8. Monitor tasks, deadlines, and deliverables, following up with relevant team members to ensure timely completion.
   

9. Assist in planning, coordinating, and monitoring projects to ensure milestones, deliverables, and deadlines are met.
   

10. Maintain project trackers, monitor progress, coordinate with stakeholders, and provide regular updates on project status and pending action items.
    

11. Coordinate meetings, projects, and communications with internal and external stakeholders.
    

12. Proactively anticipate the Chief of Staff’s needs, identify potential issues, and recommend solutions.
    

13. Handle confidential information with professionalism, discretion, and integrity.
    

14. Maintain task trackers and provide regular updates on pending items, priorities, and completed tasks.
    

15. Perform other administrative, operational, and coordination tasks as required to support the Chief of Staff.
    

WORK FROM HOME REQUIREMENTS

1. Must be available for a full-time, work-from-home position during agreed working hours (Pacific Standard Time).
   

2. Must be comfortable remaining on Zoom with the camera turned on throughout the entire work shift, except during scheduled breaks or as otherwise agreed.
   

3. Must have a reliable, high-speed internet connection, a functional webcam, a clear audio setup, and a quiet, professional home workspace.
   

4. Must maintain a professional appearance and remain attentive, engaged, and responsive during working hours.
   

5. Must be comfortable with regular virtual communication and collaboration with the Chief of Staff and other team members.
   

WFH-MINIMUM TECHNICAL REQUIREMENTS:

1. Computer Specifications

Minimum Intel Specs

Processor: Core i7 11th generation (and above)

                Core i5 13th generation (and above)

RAM: Minimum of 12 GB

Storage: 128 GB SSD or higher

Graphics: 2 GB graphics memory

Minimum AMD Specs

Processor: AMD Ryzen 5,7,9 (Minimum series 7000)

RAM: Minimum of 12 GB

Storage: 128 GB SSD or higher

Graphics: 2 GB graphics memory

Macintosh Specs

Processor: Core i7/ i5 / M1/ M2

RAM: Minimum of 12 GB

Storage: 128 GB SSD or higher

Graphics: 2 GB graphics memory

Additional Requirements

• Mouse & keyboard
  

• Noise cancelling headset
  

2. Main Internet Speed Requirement

Jitter: below 10ms
Latency: below 160ms
Upload: more than 25mbps
Download: more than 40 mbps

Using internet speedtest:
VoIP Speed Test | 8x8 // Aircall’s VoIP Speed Test | Aircall // VoIP Speed Test: Check Your Network Reliability (getvoip.com)

Additional Requirements

1. LAN-cabled internet required
   

3. Power Backup

1. A reliable power backup that could sustain a minimum of 8 hours (full shift)
   

Examples: Generators // Solar Panels // Portable power inverters etc. (UPS is not enough)

4. Internet Backup (Secondary internet)

Jitter: below 10ms
Latency: below 160ms
Upload: minimum of 25mbps
Download: minimum of 25mbps