Executive Assistant

Summary of the Job

The Executive Assistant to the CEO provides high-level, confidential administrative and operational support to the Chief Executive Officer of Granny Flats X. This role acts as the CEO's trusted right hand — managing schedules, correspondence, meetings, travel, documentation, and cross-departmental coordination — while handling sensitive information with discretion. The Executive Assistant serves as a key liaison between the CEO and internal teams, clients, contractors, and external stakeholders, ensuring the CEO's time and attention are optimised and that executive operations run smoothly in a remote-first environment. The role is open to all qualified applicants; selection is based solely on merit, skills, and experience.

Job Description

1. Executive Calendar & Schedule Management

• Prioritise and coordinate competing demands on the CEO's time, protecting focus blocks and ensuring efficient use of the executive schedule.
• Prepare meeting agendas, briefing notes, and supporting materials in advance.
• Confirm, reschedule, and follow up on meetings to ensure nothing falls through the cracks. Manage the CEO's calendar, scheduling meetings, appointments, and calls across multiple time zones.

2. Correspondence & Communication Management

• Draft, review, and manage email correspondence on behalf of the CEO, ensuring professional tone and accuracy.
• Screen and prioritise incoming communications, flagging urgent or sensitive matters.
• Act as the first point of contact for internal and external stakeholders seeking the CEO's attention.
• Prepare and proofread reports, presentations, memos, and other executive documents.

3. Meeting Coordination & Minute-Taking

• Coordinate and set up virtual and in-person meetings, including logistics, technology, and materials.
• Attend meetings as required, take accurate minutes, and track action items to completion.
• Follow up with department heads and stakeholders on behalf of the CEO to ensure actions are closed out.
• Prepare post-meeting summaries and progress updates for the CEO.

4. Travel & Logistics Coordination

• Arrange domestic and international travel, including flights, accommodation, and itineraries.
• Prepare detailed travel schedules and ensure all logistics are confirmed.
• Manage expense reports and reconcile travel-related costs in a timely manner.

5. Project & Administrative Support

• Support the CEO with special projects, research, and data gathering as required.
• Maintain organised records, files, and documentation for the Office of the CEO.
• Coordinate cross-departmental tasks and follow up on deliverables on the CEO's behalf.
• Assist with onboarding, reporting, and other administrative processes as directed.

6. Stakeholder & Relationship Management

• Build and maintain professional relationships with internal teams, clients, contractors, and external partners.
• Handle sensitive and confidential matters with discretion and professionalism.
• Represent the Office of the CEO professionally in all interactions.
• Support the CEO in preparing for client meetings, board discussions, and key stakeholder engagements.

7. Remote Operations Management

• Operate effectively in a remote-first environment using digital collaboration and communication tools.
• Maintain accurate records, trackers, and documentation across remote workflows.
• Manage cross-time-zone coordination with Australian stakeholders effectively.
• Ensure the CEO remains informed and connected despite remote working arrangements.

Requirements / Qualifications

Education:

• Bachelor's degree in Business Administration, Communications, Management, or a related field (desirable).
• Certificate IV/Diploma in Business Administration or Executive Assistance (desirable).

Professional, Related Working Experience:

• Minimum of 7 years' experience as an Executive Assistant, Personal Assistant, or in a similar high-level administrative support role.
• Proven experience supporting senior executives or C-level leaders.
• Strong experience managing calendars, correspondence, meetings, and travel in a fast-paced environment.
• Experience working in a remote or hybrid environment is an advantage.
• Experience in the construction, home building, or trades industry (desirable).
• Right to work in Philippines (essential).

Pay: Php35,000.00 - Php45,000.00 per month

Benefits:

• Additional leave
• Opportunities for promotion
• Paid training
• Pay raise
• Promotion to permanent employee
• Work from home

Application Question(s):

• 1.⁠ ⁠Do you have your own internet connection and your own device with dual monitors?
• Are you okay with the work schedule of Monday to Friday, 7:00 AM to 4:15 PM Sydney, Australia time?
• This is an independent full-time contractor role. Are you okay with that arrangement?
• Salary is credited every 1st week of the month, via Wise or to your personal bank account. Are you okay with this payment schedule and method?
• This is a full-time remote setup, but once we establish an office in Metro Manila, all employees will be required to report on-site. The exact location and timing are still to be determined. Are you okay with this?
• The company requires you to share your screen always during work hours. Are you comfortable with that?
• How much is your asking salary? (Please state the amount in PHP.)

Work Location: Hybrid remote in National Capital Region

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