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…