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
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