Executive Assistant  

The Opportunity

We are seeking a highly reliable and detail-oriented Executive Assistant to serve as the right hand to senior leadership. This role supports day-to-day operations, communications, and project coordination, ensuring priorities are organized, tasks are tracked, and initiatives are executed on time across multiple departments.

The ideal candidate is proactive, highly organized, and capable of independently managing follow-ups, documentation, and reporting so leadership can remain focused on strategic and high-impact work.

🧩 Key Responsibilities

Direct Executive Support

• Manage executive calendars, meetings, and scheduling priorities
• Monitor and manage executive email inboxes, ensuring timely responses and follow-ups
• Proactively manage and respond to emails that require simple scheduling, confirmations, or standard pricing or information requests, escalating only when necessary
• Prepare daily task summaries, action items, and prioritized to-do lists
• Send reminders for deadlines, meetings, and deliverables on behalf of leadership

Meetings & Documentation

• Join meetings on behalf of or alongside leadership
• Take structured, accurate, and actionable meeting notes
• Document decisions, action items, owners, and timelines
• Distribute meeting summaries and actively track completion of follow-ups
• Review AI-generated call transcripts and recordings to ensure all commitments, decisions, and promised follow-ups are fully extracted, documented, and assigned back to the executive or relevant owners.

Project & Task Tracking

• Track ongoing projects and initiatives involving leadership
• Ensure tasks and deliverables are progressing according to agreed timelines
• Proactively chase internal stakeholders, track commitments, follow up persistently, and ensure nothing slips through the cracks
• Identify delays, risks, or blockers early and escalate with clear recommendations

Reporting & Visibility

• Create daily, weekly, and monthly reports covering:
• Tasks and action items
• Project status and timelines
• Pending follow-ups, risks, and blockers
• Provide leadership with clear, concise, and decision-ready progress updates

Cross-Department Coordination

• Coordinate with multiple departments to ensure assigned tasks are completed
• Act as a central point of communication to improve accountability and execution
• Help align teams on priorities, deadlines, and expectations

🎯 Qualifications & Skills

• Proven experience as an Executive Assistant, Operations Assistant, or Project Coordinator
• Experience working with Amazon Seller Central and/or e-commerce platforms such as Walmart, Shopify, TikTok Shop, or similar
• Familiarity with e-commerce workflows, terminology, and cross-functional coordination
• Strong organizational, time-management, and follow-through skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and discretion when handling confidential information
• Proficiency with calendar tools, email platforms, task management systems, and reporting tools.

💼 Work Setup & Compensation

• Fulltime | Nightshift
• Onsite - Cebu City, IT Park
• Salary: Php40,000 - Php50,000 (depending on experience and qualifications)
• Government-mandated benefits (SSS, PhilHealth, Pag-IBIG)
• Paid time off and PH Holiday pay

🎯 Qualifications & Skills

• Proven experience as an Executive Assistant, Operations Assistant, or Project Coordinator
• Experience working with Amazon Seller Central and/or e-commerce platforms such as Walmart, Shopify, TikTok Shop, or similar
• Familiarity with e-commerce workflows, terminology, and cross-functional coordination
• Strong organizational, time-management, and follow-through skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and discretion when handling confidential information
• Proficiency with calendar tools, email platforms, task management systems, and reporting tools.