Executive Assistant to the CEO
RemotePhilippines
Job Summary
Manage the CEO's complex calendar, act as a proactive appointment setter, and coordinate high-value meetings. Own the HubSpot CRM by maintaining clean data, managing the sales pipeline, and triaging email to ensure no leads fall through the cracks. Attend key meetings to take detailed notes, track action items for client follow-ups, and assist with organizing business files and project deliverables. Conduct research on prospects and prepare high-quality decks, documents, and proposals to support deal closure. Handle occasional personal administrative tasks including travel bookings and expense reporting while maintaining strict confidentiality. This role requires overnight-shift hours (1:00 AM - 9:00 AM Philippine Time) and can be performed in PST working hours.
Required Qualifications
- 3+ years of proven experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role
- Solid experience in Hubspot Power User
- Confidence in managing CRM workflows
- Confidence in contacting clients
- Confidence in managing sales pipelines
- Excellent written communication skills
- Excellent verbal communication skills
- Keen ability to articulate thoughts clearly
- Ability to draft polished correspondence
- Proactive mindset
- Detail-oriented mindset
- Demonstrated ability to manage up
- Ability to anticipate needs before they are stated
- Can work in PST working hours
- Ability to maintain confidentiality
- Ability to exercise the highest level of discretion
- Ability to protect sensitive business and personal information
- Ability to manage complex travel bookings
- Ability to handle expense reporting
- Ability to manage corporate/personal gifting
- Ability to manage the CEO's complex calendar
- Ability to act as a proactive appointment setter
- Ability to coordinate with prospects to get high-value meetings on the books
- Ability to keep CRM data clean
- Ability to manage the sales pipeline
- Ability to handle email triage
- Ability to take detailed notes
- Ability to track action items
- Ability to ensure action items related to client follow-ups are tracked and executed
- Ability to organize business files
- Ability to track project deliverables
- Ability to ensure necessary documentation is current and accessible
- Ability to conduct research on prospects
- Ability to prepare high-quality decks
- Ability to prepare documents
- Ability to prepare proposals
- Ability to close deals
- Ability to ensure expectations are aligned
- Ability to ensure communication is clear
- Ability to ensure final outputs exceed expectations
- Ability to build strong, lasting relationships with clients
- Ability to ensure smooth collaboration with the creative team
- Ability to ensure no lead or priority falls through the cracks
Desired Qualifications
- Previous startup and/or design agency experience
- Experience handling design requests for MSMEs
- Experience handling design requests for large corporations
- Experience handling design requests for entrepreneurial initiatives
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