Executive Assistant of the CEO

Executive Assistant of the CEO

Office-based in Dumaguete/Home-based [HYBRID setup]

About the Role
We are looking for a highly organized and proactive Virtual Assistant (VA) to support our Director in daily operational tasks. This role is critical in allowing the Director to focus on strategic initiatives, including the growth and repositioning the business operations and delivery. As a VA, you will handle administrative, scheduling, travel, bookkeeping, and team coordination responsibilities with efficiency and professionalism.

Key Responsibilities

1. Administrative & Scheduling Support
Manage the Director’s calendar, ensuring efficient scheduling of meetings, calls, and deadlines.
Coordinate appointments, conferences, and events.
Organize and prioritize daily tasks and to-do lists.
Take notes and prepare meeting summaries, tracking action items.
Monitor and respond to emails as directed, ensuring prompt communication.
2. Bookkeeping & Financial Management
Perform bookkeeping tasks in Xero, including invoicing, reconciliations, and expense tracking.
Monitor and report cash flow and financial performance summaries.
Coordinate with the finance team for timely submission of reports.
Manage payroll processing and contractor payments where necessary.
3. Travel & Logistics Coordination
Research and book travel arrangements (flights, accommodations, car rentals).
Prepare detailed travel itineraries.
Manage last-minute travel changes efficiently.
4. Communication & Team Coordination
Attend virtual meetings on behalf of the Director when needed.
Record and transcribe meeting notes for team distribution.
Delegate tasks and follow up to ensure timely completion.
Act as a liaison between the Director and internal/external stakeholders.
5. Operational & Business Support
Maintain digital files, records, and reports.
Assist in creating presentations, reports, and business documents.
Support marketing material development and client communications.
Oversee task management software and project workflows.
6. Other Duties as Assigned
Provide ad hoc support for new initiatives.
Handle confidential information with discretion.
Contribute ideas to enhance efficiency and operations.

Skills & Qualifications

Essential:
Proven experience as a Virtual Assistant or Executive Assistant.
Proficiency in Xero for bookkeeping.
Strong organizational and time management skills.
Excellent verbal and written communication.
Tech-savvy, proficient in Microsoft Office, Google Workspace, and task management tools.
Ability to handle multiple priorities and meet deadlines.
High level of professionalism and discretion.
Desirable:
Knowledge of subscription-based business models.
Familiarity with the retail leasing sector.
Experience with transcription tools and CRM platforms.
Key Attributes
Self-starter with the ability to work independently.
Strong problem-solving skills and proactive mindset.
High attention to detail and commitment to excellence.
Team player with excellent collaboration skills.
Adaptable to shifting priorities.
Benefits
Office-based role with a dynamic and innovative team.
Opportunity to contribute to a leading retailer leasing support service.
Hands-on experience in a growing subscription-based business model.
Salary & Work Schedule
Competitive salary based on experience.
Monday to Friday, Morning Shift (7:00 AM - 4:00 PM, Fixed Weekends Off).
4 weeks Paid Annual Leave.
Growth opportunities in a fast-expanding company.