Executive Assistant

Location: Remote Philippines
Schedule: Monday to Friday, 8:00 AM 4:00 PM EST (Full-time, 40 hours/week)
Compensation: USD $1,200 $1,500/month
Reports to: Client

About the Company

Our client operates a fast-moving contracting and field operations business that blends hands-on project management, logistics coordination, and client service.

The company manages multiple crews, suppliers, and ongoing projects across various locations, balancing both operational efficiency and strong client relationships.

They are now seeking an Executive Assistant who can bring structure, speed, and organization to a busy workday someone who thrives in a dynamic environment and helps leadership stay focused on growth and execution.

Role Overview

The Executive Assistant serves as the operational right hand to the leadership team.

You will help manage communications, scheduling, reporting, and coordination between internal crews and external partners.

This role demands initiative, urgency, and strong communication skills. Someone who anticipates needs, takes ownership, and helps create order in a fast-moving business.

Key Responsibilities

• Manage and organize daily communications across phone, email, and WhatsApp.
• Maintain and update calendars for leadership, crews, and suppliers.
• Input daily reports, quotes, and supplier updates into company software.
• Coordinate payment schedules, vendor communication, and delivery timelines.
• Follow up with team members and vendors to ensure daily reports and commitments are met.
• Prepare and send daily summaries of updates, issues, and next-day priorities.
• Track ongoing tasks and commitments using ClickUp or a similar task management tool.
• Support marketing and administrative tasks (e.g., posting updates, handling documents).

Requirements

Must-Have:

• Minimum 3 years of experience as an Executive Assistant, Operations Assistant, or similar role.
• Excellent spoken and written English; confident communicator on calls, messages, and email.
• Strong organizational skills with a track record of managing fast-paced, multi-channel work.
• Proficient with Google Workspace, ClickUp (or equivalent), and communication tools such as OpenPhone or Google Voice.
• High availability during work hours (must be reachable by phone).
• Ability to handle stress and direct communication calmly and professionally.

Nice-to-Have:

• Experience working with construction, logistics, or field operations teams.
• Prior exposure to managing payments, invoices, and supplier coordination.
• Familiarity with social media or marketing support tasks.

Tools You'll Likely Use

• Google Workspace
• ClickUp
• WhatsApp
• OpenPhone or Google Voice
• Slack
• Standard productivity apps

Success Metrics

• Calendar and communication accuracy (no missed follow-ups).
• Crew and supplier reports updated daily without delay.
• Smooth coordination between leadership and field teams.
• Clear daily summaries and reminders are proactively sent.
• Positive feedback on reliability, responsiveness, and organization.

Team Values

We value loyalty, ownership, speed, ambition, and organization.

You'll fit in if you:

• Follow through and deliver without reminders.
• Take initiative and act before being asked.
• Move quickly and help others stay on track.
• Treat the business like your own.
• Bring structure and calm to a busy day.