Personal Assistant (Work-from-home) - #34630 at Manila Recruitment

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

04 Jan, 26

Salary

0.0

Posted On

06 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Time Management, Communication, Google Workspace, Zoho Projects, CRM Systems, Research Skills, Data Accuracy, Proactive, Solutions-Oriented, Gatekeeping, Task Management, Project Management, Meeting Support, Financial Decision Making, Team Support

Industry

Staffing and Recruiting

Description

Company Profile: Our client was founded in 1997, inspired by their passion for strengthening communities and supporting not-for-profit organizations. From small beginnings in business planning and grant applications, our client quickly expanded through word of mouth. Today, they provide strategic planning, governance support, facility planning, and capacity-building programs for organizations and Councils across Australia and New Zealand. Due to their continued success and ongoing growth, our client is currently seeking a proactive and highly organized Personal Assistant to provide comprehensive support to the Managing Director in managing his day-to-day activities and keeping things running smoothly. As a Personal Assistant, you will act as a true strategic partner to the Managing Director, working under the daily supervision of the Operations and Marketing Manager. This is not a reactive, task-based role, it requires someone who can take ownership, anticipate needs, and drive outcomes. You will serve as the guardian of the Managing Director’s time and focus, empowered to manage communications, oversee the calendar, and make independent decisions. The goal is to build a high-trust partnership that enables the Managing Director to step away from day-to-day details and dedicate more time to strategic growth. Duties and Responsibilities: Proactive Inbox and Communication Management · Take full ownership of the Managing Director's email inbox with the daily goal of achieving inbox zero through systematic processing, not deletion · Triage, file, delegate, and respond to emails on the Managing Director’s behalf, ensuring only the most critical items require their direct attention · Use and maintain the Gmail star and folder system to provide clear visibility of email status for both you and the Managing Director · Draft responses and apply templates for standard inquiries to minimize the need for the Managing Director to compose routine emails · Send a concise daily email digest summarizing key updates, decisions required, and items handled. · Capture new or missing contacts from emails into Zoho CRM with clean data, proper tags, and meeting context · Prepare short briefing notes on meeting attendees and organizations for the Managing Director and, when delegated, for other team members Strategic Calendar Management and Gatekeeping · Fully own the Managing Director's calendar as an information hub, ensuring every entry is vetted and includes agendas, attendee profiles, and prep materials · Act as a respectful yet firm gatekeeper, filtering internal and external requests to protect the Managing Director’s focus on high-priority work · Intelligently structure the Managing Director's week by batching meetings and reserving time for deep work, exercise, and personal recharge · Conduct weekly calendar reviews looking six or more weeks ahead to anticipate conflicts, prepare for major events, and manage logistics · Assemble concise prep packs for the Managing Director’s upcoming meetings and, when delegated, for other priority meetings · Ensure all external meetings in the calendar are linked to the related Zoho CRM record or Zoho Projects task for easy access to context Task, Project, and Meeting Support · Extract action items from emails and convert them into structured tasks in Google Tasks or Zoho Projects with clear due dates · Lead a daily sync meeting with the Managing Director using a structured agenda focused on blockers, calendar review, follow-ups, and decisions · Capture action items from meetings, track them to completion, and “close the loop” to maintain momentum · When delegating tasks, provide a clear PORT brief (Purpose, Outcomes, Resources, Timeframes) · Present challenges using the 1:3:1 approach: one problem, three solutions, one recommendation · Keep Zoho Projects schedules updated with tasks, owners, and deadlines after meetings, and follow up until closed · Where the Managing Director is not present, but outcomes impact their priorities, attend as delegate to capture actions and circulate a summary Business and Administrative Operations · Handle routine financial decisions and purchases within pre-approved spending tiers, escalating only when required · Accurately log critical business information in systems such as leads in Zoho CRM or invoices in Xero · Work with the technical team to identify and implement automation opportunities across Google Workspace and Zoho · Maintain contact hygiene in Zoho CRM (deduplication, tagging, linking people to organizations/opportunities, and saving key notes) · Run a weekly reconciliation of calendar, CRM, and Projects to ensure people, meetings, and tasks align across systems · Follow data hygiene and privacy protocols when handling Google Workspace, Zoho, and Xero records, adhering to standard operating procedures Team Enablement When demand from the Managing Director is light, support other team members on work advancing Managing Director priorities. All support is coordinated through the Operations and Marketing Manager, ensuring a single line of command · Scope of Support o Prepare short research briefs on attendees and organizations for CPR Group consultants when delegated o Enter new contacts and update existing ones in Zoho CRM with clean data, tags, and context o Keep Zoho Projects schedules accurate by updating tasks, owners, and dates, then follow up until closed · Intake and Flow o All non-Managing Director requests are submitted as tasks by the Operations and Marketing Manager, tagged PA-assist o Weekly PA-assist capacity is agreed during the daily sync and published as a simple queue o No direct requests are taken from others · Service Levels o Meeting briefs delivered at least 24 hours before meetings o New or updated contacts entered in Zoho CRM within 24 hours of interaction · Guardrails o Work must align with Managing Director priorities and will not dilute your core responsibilities o If priorities conflict or capacity is exceeded, escalate to the Operations and Marketing Manager for resolution Must-have Skills / Qualification: · With at least 1 year experience and proven track record as an Executive Assistant or Personal Assistant at a senior level, ideally supporting a busy entrepreneur, business owner, or Managing Director · Exceptional organizational, time management, and gatekeeping skills · Proactive and solutions-oriented, with the ability to anticipate needs, address challenges before they arise, and bring thoughtful solutions rather than just questions · Mastery of Google Workspace (Gmail, Calendar, Tasks, Drive), with expertise in intelligent filtering and labelling systems · Proficiency with project management software (e.g., Zoho Projects) and CRM systems (e.g., Zoho CRM) · Excellent written and verbal communication—clear, succinct, and diplomatic · Strong desk research skills to deliver concise, actionable briefs on people and organizations · High standards for data accuracy and detail in CRM and project tools · Confident in coordinating and following up with others, even without formal authority, to ensure progress and accountability Advantageous or Nice-to-Have Skills/Experience: · Experience in Google Workspace, Zoho (Projects, CRM), and Xero With Own Equipment Must-have Skills / Qualification: · With at least 1 year experience and proven track record as an Executive Assistant or Personal Assistant at a senior level, ideally supporting a busy entrepreneur, business owner, or Managing Director · Exceptional organizational, time management, and gatekeeping skills · Proactive and solutions-oriented, with the ability to anticipate needs, address challenges before they arise, and bring thoughtful solutions rather than just questions · Mastery of Google Workspace (Gmail, Calendar, Tasks, Drive), with expertise in intelligent filtering and labelling systems · Proficiency with project management software (e.g., Zoho Projects) and CRM systems (e.g., Zoho CRM) · Excellent written and verbal communication—clear, succinct, and diplomatic · Strong desk research skills to deliver concise, actionable briefs on people and organizations · High standards for data accuracy and detail in CRM and project tools · Confident in coordinating and following up with others, even without formal authority, to ensure progress and accountability Advantageous or Nice-to-Have Skills/Experience: · Experience in Google Workspace, Zoho (Projects, CRM), and Xero

Responsibilities

The Personal Assistant will provide comprehensive support to the Managing Director, managing communications, overseeing the calendar, and making independent decisions. The role requires proactive ownership and the ability to anticipate needs to enable the Managing Director to focus on strategic growth.