Executive Assistant - 476

About this role

Position: Executive Assistant
Salary: Php 40,000 - 50,000
Working Hours & Conditions: New Zealand Business Hours
Holidays : Public holidays in NZ

ROLE OVERVIEW:
The Executive Assistant (EA) serves as the primary operational partner to the business owner, managing executive calendars, email communications, daily workflows, and administrative execution. Reporting directly to the Business Owner/Founder, the candidate will create structured systems that free up executive capacity and drive administrative momentum for key initiatives, including the rollout of AIO Kids.

RESPONSIBILITIES:
Executive & Calendar Support

• Manage the founder's calendar and day-to-day schedule

• Coordinate meetings, appointments, and competing priorities

• Schedule meetings and ensure relevant attendees and information are organized

• Provide reminders for important meetings, deadlines, and commitments

• Help protect the founder's time by maintaining a structured and prioritized schedule
Inbox & Communication Management

• Organize and prioritize incoming emails

• Identify urgent or high-priority communications requiring attention

• Draft and coordinate routine responses where appropriate

• Track outstanding communications and ensure follow-ups are completed

• Help prevent important messages, opportunities, or actions from falling through the cracks
Meetings & Follow-Up

• Coordinate internal and external meetings

• Prepare agendas, summaries, outlines, and supporting information where required

• Capture key actions and follow-up requirements

• Track outstanding actions after meetings

• Coordinate communications with clients, partners, and other stakeholders
Workflow & Business Organization

• Help maintain a clear and structured workflow across the business

• Organize priorities, tasks, deadlines, and outstanding actions

• Develop simple systems and processes to improve day-to-day efficiency

• Maintain organized digital files and business documentation

• Identify opportunities to streamline repetitive administrative tasks

• Help create greater visibility over what needs to happen, by when, and by whom
Special Project & Content Support

• Provide administrative support for the rollout of new product and content initiatives

• Assist with organizing and coordinating content

• Maintain relevant documentation, resources, and project information

• Track timelines, actions, and outstanding deliverables

• Support communication and coordination associated with company initiatives

• Help ensure content and administrative tasks progress according to plan
Documentation & General Administration

• Prepare summaries, outlines, templates, and basic business documents

• Format and organize existing information into clear, usable documents

• Maintain spreadsheets, trackers, and administrative records

• Assist with research and information gathering where required

• Provide general administrative support across changing business priorities
Requirements
QUALIFICATIONS:

• Previous experience as an Executive Assistant, Personal Assistant, Senior Virtual Assistant, or similar

• Excellent organizational and time-management skills

• Strong calendar and inbox management experience

• Excellent written and verbal English communication

• Strong attention to detail

• Ability to manage multiple priorities simultaneously

• Confident working independently in a remote environment

• Proactive approach to identifying and completing tasks

• Strong digital and technology capability

• Ability to handle confidential information professionally

• Comfortable supporting a fast-moving founder or business owner
HIGHLY DESIRABLE:

• Experience supporting a founder, entrepreneur, or senior executive directly

• Experience coordinating content, digital projects, or program rollouts

• Strong document preparation and presentation skills

• Experience using AI tools to improve administrative efficiency

• Experience developing workflows, templates, and administrative systems

• Familiarity with project or task management platforms