Personal Assistant

Job description

About the Role

We are seeking a highly skilled and proactive Personal Assistant to serve as a strategic partner to the executive team. This role is integral in ensuring seamless operations, optimizing workflows, and enhancing efficiency across business and personal responsibilities.

As an assistant, you will be responsible for time management, communication oversight, project coordination, and operational support. The ideal candidate is detail-oriented, highly organized, and capable of anticipating needs to optimize executive productivity. This position requires a high level of discretion, professionalism, and adaptability in a dynamic business environment.

Key Responsibilities

1. Calendar & Time Management

• Manage and optimize the executive’s calendar, ensuring alignment with business priorities.
• Act as a gatekeeper for meeting requests, filtering and prioritizing appointments.
• Implement time-blocking strategies to enhance focus and efficiency.

2. Communication & Inbox Oversight

• Monitor and manage executive communications, including emails and messages.
• Draft, proofread, and send correspondence on behalf of the executive.
• Ensure timely follow-ups and track outstanding action items.

3. Project & Task Coordination

• Oversee critical projects, ensuring milestones and deadlines are met.
• Maintain project management systems (e.g., Asana, ClickUp,Notion) to track progress.
• Coordinate across teams to streamline workflows and optimize operational efficiency.

4. Process Improvement & Systems Optimization

• Develop and refine Standard Operating Procedures (SOPs) for recurring tasks.
• Identify opportunities for automation and workflow enhancements.
• Leverage AI tools and technology to enhance efficiency.

5. Personal & Business Administration

• Arrange travel logistics, accommodations, and itinerary planning.
• Manage executive expenses, reimbursements, and financial documentation.
• Handle miscellaneous administrative tasks as needed to support executive priorities.

Ideal Candidate Profile

• Highly Organized & Detail-Oriented–Ability to manage complex schedules and priorities.
• Tech-Savvy & Process-Driven–Familiarity with automation tools and project management systems.
• Strong Communicator–Excellent verbal and written communication skills.
• Problem-Solver & Critical Thinker–Ability to anticipate needs and proactively resolve issues.
• Discretion & Confidentiality–Trustworthy with sensitive information.
• High-Level Execution–Ability to take ownership of tasks and drive them to completion.

Required Skills & Tools

• Project Management Tools: Asana, Notion, ClickUp, Trello
• Communication Platforms: Slack, Microsoft Teams, Google Workspace
• Automation & AI Tools: ChatGPT, Zapier, AI-driven assistants (preferred)
• Scheduling & CRM Systems: Calendly, Google Calendar, GoHighLevel (GHL)
• Document Management: Google Drive, Notion, Evernote

Performance Metrics

Success in this role will be measured by:

• Time Optimization: Increased executive productivity through effective calendar and task management.
• Inbox Efficiency: Ensuring a<24-hour response time for critical communications.
• Project Execution: Timely completion of assigned tasks and initiatives.
• Process Improvement: Implementation of at least one operational efficiency enhancement per quarter

How to Apply

Qualified candidates should submit the following:

1. Resume - detailing relevant experience.

2.A 2-minute Loom video explaining:

• Your experience in executive support.
• A past instance where you optimized a leader’s time or operations.
• A technology or tool you’ve used to enhance efficiency.

Job Type: Full-time

Pay: Php25,000.00 - Php35,000.00 per month

Benefits:

• Opportunities for promotion
• Work from home

Schedule:

• Night shift
• Overtime

Application Question(s):

• Have you worked in a US based company?

Experience:

• remote: 1 year (Preferred)
• Personal Assistant: 1 year (Preferred)

Work Location: In person