Executive Assistant

Work Schedule: Full-time Monday to Friday 12 PM to 9 PM 1 hour unpaid break

Timezone: GMT + 8 Manila, Philippines

The Role

The Virtual Executive Assistant / Personal Assistant (EA/PA) provides high-level, remote administrative and personal support to the CEO and Head of Commercial (HoC) - both based in Europe, Spain and the UK - to ensure smooth day-to-day operations and enable focus on strategic priorities. This role requires impeccable organisation, confidentiality, proactive communication, and the ability to anticipate needs and respond quickly and efficiently across business and personal matters.

Key Accountabilities

• Manage the CEO’s complex calendar scheduling between Europe and Australia-based teams
• Screen and prioritise emails and correspondence; draft responses as required.
• Support and participate in strategic initiatives, including assisting with planning and documenting
• Prepare briefing documents, agendas, minutes, and follow-ups for meetings.
• Assist with presentation materials, reports, and internal communications.
• Support project management by tracking tasks, deadlines, and deliverables
• Maintain efficient communication channels between executive leadership and stakeholders
• Act as gatekeeper and point of contact between the CEO and internal/external stakeholders.
• Monitor important dates, appointments, and reminders.
• Support the CEO with occasional personal administration (e.g. household bookings, travel bookings, events coordination).
• Handle confidential information with discretion and professionalism

Key Capabilities

• Previous experience as an Executive Assistant in fintech, SaaS, or software development companies
• Proven track record of supporting C-level executives
• Strong organizational and time management skills
• Tech-savvy with strong proficiency in tools such as Google Workspace and Slack, proficiency with sales and CRM platforms like HubSpot and ClickUp will be advantageous.
• Ability to work independently and manage multiple priorities
• Excellent written and verbal communication skills in English
• Experience working in cross-cultural, global environments
• Strategic thinking and planning capabilities

Relationships

• Directly reporting to the CEO (based in Europe - Spain and the UK)
• Work schedule aligned with European and Australian business hours