Personal Executive Assistant at Remote Raven

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

25 Dec, 25

Salary

0.0

Posted On

26 Sep, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Communication, Task Tracking, Report Building, Confidentiality, Meeting Coordination, Executive Presence, Proactive Ownership, Remote Collaboration, Decision Making, Time Management, Problem Solving, Vendor Management, AI Tools, Microsoft 365, Google Workspace

Industry

Consumer Services

Description

Position Summary The Personal Executive Assistant (EA) is the CEO’s primary operations partner—removing tasklevel work, orchestrating schedule and multichannel communications, and ensuring flawless followthrough on all CEO commitments. This role represents the CEO in communications with anyone and everyone inside and outside the organization; unwavering professionalism and discretion are required at all times. The EA captures decisions and action items, keeps priorities visible, develops leadership reports, ensures required company metrics are updated on schedule, and—when directed—has the authority to act on the CEO’s direction to set up, purchase, schedule, or pay for items/services to achieve objectives without every step being spelled out. The EA will be privy to sensitive personnel conversations; absolute trust and confidentiality are mandatory. Essential Duties & Responsibilities 1) Calendar, Meetings & Virtual Logistics Own the CEO’s calendar endtoend: apply prioritization rules, time blocks, buffers; proactively resolve conflicts and protect focus time. Schedule and confirm meetings; coordinate virtual logistics (links, access, AV checks) and attendee communications. Prepare agendas and briefing packets; ensure the CEO is prepared with context, goals, and decisions needed. Attend key meetings to capture notes and action items; distribute promptly to stakeholders. 2) MultiPlatform Messaging & Communications (RemoteFirst) Manage and triage all CEO communications across email, Slack, Microsoft Teams/Chat, SMS, and other approved channels. Represent the CEO in all written and verbal communications with internal teams, board members, partners, vendors, clients, and external stakeholders; maintain an executive presence, professional tone, and precise followthrough. Draft, route, and send correspondence on the CEO’s behalf where appropriate; maintain agreed responsetime standards. Consolidate all asks and decisions into a unified Request & Decision Queue with priority, owner, and due date; escalate risks early. 3) Task, ActionItem & FollowThrough Management Maintain a CEO Master Task & Priority Tracker (e.g., Asana/ClickUp/Notion) covering every commitment, request, and decision. Proactively chase updates, remove blockers, and close loops; surface options and recommendations with each escalation. Issue a daily delinquent/atrisk summary so the CEO sees overdue items and required next steps. 4) Metrics, Reporting & Executive Readouts Ensure the CEO completes recurring duties such as updating company metrics/OKRs/KPIs on the defined cadence. Build and maintain executiveready reports and dashboards (weekly metrics snapshot, monthly performance review, leadership/board readouts). Coordinate data owners and submission timelines; validate accuracy; highlight trends, variances, blockers, and decisions required. 5) Meeting Minutes, Documentation & Filing (AIEnabled) Take formal meeting minutes when required; capture decisions, action items (owner & due date), and next steps. Use AI or other notetaking tools (e.g., Otter, Fireflies, Zoom AI) when appropriate and permitted; generate concise summaries and action lists. File minutes and notes in an indexed repository with standard naming conventions and version control; maintain a searchable archive. Maintain a Decision Log and ensure followup tasks are created and tracked to closure. 6) Delegated Authority & Autonomous Execution (new/expanded) When directed by the CEO, act with delegated authority to set up services/tools, purchase approved items, schedule resources, and pay vendors/fees using company methods—interpreting the objective and executing without needing stepbystep instruction. Translate broad objectives into clear miniplans (scope, owners, deadlines); choose an approach, execute, and report back succinctly. Handle light procurement: gather options/quotes, compare value, recommend a selection, and proceed within preapproved budget limits; keep receipts and a simple audit trail. Stand up SaaS accounts, configure access/permissions, and coordinate with IT/Finance/Legal as needed for security, billing, or terms. Onboard and coordinate vendors/contractors within defined guardrails (e.g., NDAs or standard terms provided by the company). Provide timely status updates; immediately escalate if costs, risks, or scope exceed agreed limits; propose alternatives. 7) Proxy Representation (Attend on CEO’s Behalf) Attend internal meetings when the CEO is unavailable; accurately represent priorities within agreed guardrails. Communicate context, gather inputs, commit next steps where authorized, and escalate decisions beyond scope. Deliver a crisp debrief to the CEO (decisions, risks, action items, owners, deadlines). 8) Administration, Records & Confidentiality Maintain executive contact lists, distribution groups, templates, and document libraries. Track recurring obligations (reporting cycles, renewals, audits, filings) and ensure timely completion. Exhibit impeccable professionalism, discretion, and confidentiality at all times, especially regarding HRsensitive or personnel matters. Adhere to company confidentiality, privacy, and security standards; limit access strictly to a needtoknow basis. Note: No travel management responsibilities at this time. Success Measures Calendar accuracy and prioritization minimize reschedules and context switching. Multiplatform communications are triaged daily; highpriority items are actioned within SLAs. 100% of meetings produce notes/minutes and action items filed within 24 hours. Company metrics/OKRs/KPIs are updated on schedule; executive reports are accurate and insightdriven. Delegated tasks (setup/buy/schedule/pay) are executed on time, within budget, and with clean documentation. Delinquent or atrisk items are surfaced early with clear next steps and owner accountability. Stakeholders report professional, reliable, and consistent representation of the CEO. Minimum Qualifications 4+ years supporting a Csuite executive (CEO/President/Founder preferred) in a remote or hybrid, fastpaced environment. Mastery of calendar ownership, multiplatform messaging (email/Slack/Teams), meeting orchestration, and task tracking. Demonstrated ability to take a highlevel directive and independently execute to outcome (setup, purchase, scheduling, payment). Strong reportbuilding skills (Google Sheets/Excel) and executive presentation skills (Slides/PowerPoint); comfort with dashboards. Exceptional written and verbal communication; polished, executiveready drafting. High reliability, proactive ownership, and ability to anticipate needs and operate autonomously. Proficiency with Google Workspace or Microsoft 365, Zoom/Teams, and a workmanagement tool (Asana/ClickUp/Notion). Preferred Qualifications Experience preparing leadership/board reports and KPI scorecards. Familiarity with AI notetaking/transcription tools and light BI (Looker Studio/Power BI). Experience acting as a proxy in internal meetings with clear decision guardrails. Core Competencies Proactive ownership • Organization & systems thinking • Judgment, discretion & confidentiality Clear communication • Stakeholder management • Execution under pressure • Remote collaboration Decision Guardrails (for Delegated/Proxy Work) May: purchase within preapproved limits; set up tools/services; commit to scheduling and nonbinding next steps; prioritize work within stated goals. Must escalate: spend above limit; legal/contractual changes; security/privacy exceptions; strategic or policy deviations.

Responsibilities

The Personal Executive Assistant will manage the CEO's calendar, communications, and task tracking while ensuring all commitments are met. This role requires a high level of professionalism and discretion, as well as the ability to act on the CEO's behalf when necessary.