Position: Executive Assistant
Salary: PHP 75,000 - 100,000
Working Hours & Conditions: Aligned with NZ hours; full-time (remote)
OVERVIEW:
This is a high-agency Executive Assistant to provide direct support to the client across a growing property services group. The role is designed to create structure, reduce bottlenecks, and help evolve a fast-growing, founder-led business into a more organised, scalable operation.
This person will act as the client’s operational right hand — bringing order to inboxes, calendars, follow-ups, reporting, and meetings — while also providing broader administrative and digital support across the business.
RESPONSIBILITIES:
- Executive Support
- Manage the client's inbox — triage, filing, prioritization, and draft replies
- Create structure in the client's calendar: time blocking, meeting coordination, scheduling discipline
- Help plan the client's day and week so priorities are proactively managed, not reactively handled
- Ensure important tasks, commitments, and follow-ups are captured and progressed
- Assist with travel, bookings, and general executive administration as required
- Task Sweeping and Follow-Through
- Own open items the client initiates and drive them through to completion
- Pick up tasks after meetings or conversations and convert them into actions
- Chase internal inputs required to progress or complete work
- Prepare documents, letters, and reports using business data and internal systems
- Reduce multi-step, fragmented workflows by helping drive one-touch completion where possible
- Meeting and Leadership Support
- Coordinate recurring one-on-ones and leadership meetings
- Prepare agendas, templates, and discussion prompts in advance
- Capture meeting outputs, minutes, and action items
- Track ownership and progress of agreed actions
- Help establish a more disciplined meeting rhythm across the leadership team
- Administrative and Operational Support
- Produce standardized letters and business documentation
- Pull reports from internal systems and prepare them in a usable format
- Support ad hoc business administration: team coordination, internal documents, project assistance
- Assist with client reporting and formatting of recurring outputs
- Help improve consistency and structure in internal processes
- Digital and Light Marketing Support
- Update website content in Squarespace
- Assist with LinkedIn post drafting and scheduling
- Help prepare proposals, property management agreements, and presentation materials
- Use AI tools to improve speed and quality of output where appropriate
Requirements
QUALIFICATIONS:
- Essential
- Proven experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or similar
- Strong inbox and calendar management capability
- Excellent written communication and document preparation skills
- Strong follow-up discipline and task management ability
- Experience working with senior leaders or founders
- High proficiency in: Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/admin systems
- Excellent spoken and written English — the role involves regular verbal communication, voice notes, and real-time interaction with the client
- Strong presentation formatting and templating skills — able to produce polished, consistent documents, reports, and slide decks
- Preferred
- Experience with MyHR and/or property management systems such as OPM
- Familiarity with Squarespace and LinkedIn
- Background in a property, facilities, or service-based business
- Strong AI literacy — comfortable using tools such as ChatGPT to improve workflows
WHAT SUCCESS LOOKS LIKE:
- The client's inbox is organized and under control
- His calendar has structure and protected focus time
- Meetings produce clear outputs and defined follow-up
- Administrative work is completed faster and with less friction
- Business tasks are consistently progressed without the client driving every detail
- The role creates enough leverage that the client can focus on leadership, growth, and higher-value decisions
WORKING STYLE:
- Likes bringing structure to messy, fast-moving environments
- Has initiative and the backbone to follow through without prompting
- Can work across executive support, administration, and project coordination simultaneously
- Enjoys being a force multiplier for a busy business owner
- Is comfortable improving systems while also handling day-to-day execution
- Is open to taking on similar admin and operational support tasks across the wider business over time, as the role evolves