This isn’t an “order-taker” job. We need a true extension of ownership—a proactive partner who absorbs, organizes, and executes on the administrative demands that currently consume the owner’s time. Your goal is to own the day-to-day execution so the owner can stay focused on high-level strategy.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Email Management: The owner has 4 inboxes and important emails are often missed – manage the owner’s inbox by triaging, prioritizing, flagging, and drafting responses.
- Inbox Filtering: Surface only the items that require the owner’s direct attention. Delete solicitations and inform the sender to “unsubscribe”
- Calendar Management: The owner manages his own schedule and seeks assistance to coordinate work and personal schedules, including reminders and meeting preparation.
- Workflow Tracking: Track tasks, commitments, and follow-ups across various meetings and projects.
- Deadline Oversight: Proactively remind the owner of upcoming deadlines, decisions, and pending items.
- Meeting Support: Attend meetings as required and produce clear action notes.
- Coordination: Act as a liaison between internal staff, vendors, and other external parties.
- Accountability: Serve as the primary follow-up point to ensure all assigned tasks are completed.
- Research: Conduct research and prepare concise summaries to support the owner’s decision-making.
- Digital Organization: Maintain organized digital filing systems and internal project trackers.
- Process Improvement: Support and implement workflow optimizations and process improvements using Claude and other apps
Key Qualifications:
- 4-6 years assisting a US executive/owner
- Computer/online savvy. Ability to use a variety of online applications including: AI (e.g. Claude), Zoom, Notion (an all-in-one digital workspace) Office 365 tools (including Outlook).
- Experience with Notion is a requirement
- Intermediate skill for PC using Microsoft Office (Excel, Word, Power Point), and email tools.
- Strong Written and Oral English + interpersonal skills to communicate effectively
- Ability to problem solve
- High ability to “Get Stuff Done” and “Figure It Out” as owner needs help completing tasks
- Fast learner (i.e., quick “pick up”)
- Strong attention to detail / highly organized
- Committed to growth and learning
- Reliable, and proven track record to work “night shift” in Philippines
Shift / Hours:
Monday – Friday in one single shift, 8:00 AM EST – 12:00 PM EST (morning shift) or 1:00 PM EST – 5:00 PM EST (afternoon shift). Client is flexible in shift hours and will defer to what works best for a great candidate.
Note this is +12 or +13 Philippine time, which will be 8:00 PM PHT – 12:00 AM in PHT or from 1:00 PM PHT – 5:00 PM in PHT.