Executive Assistant – Consulting Firm (Philippines – Remote) Independent Contractor – Mid-level

This is a remote position.

• Manage executive calendars, meeting schedules, and appointment coordination
  
• Coordinate internal and external meetings across multiple stakeholders 
  
• Ensure scheduling conflicts are proactively identified and resolved
  
• Maintain professionalism and responsiveness in all scheduling communications
  

• Organize and manage executive inboxes 
  
• Monitor, sort, and prioritize incoming communications 
  
• Draft or assist with professional email responses as needed 
  
• Ensure timely communication follow-ups and coordination
  

• Prepare, format, and organize proposals and business documents 
  
• Track proposal submissions and maintain organized records 
  
• Support SOP creation, workflow documentation, and process mapping 
  
• Assist with presentation formatting and documentation updates
  

• Assist in documenting operational workflows and internal processes 
  
• Help improve organization and structure of business operations 
  
• Support administrative process standardization initiatives 
  
• Maintain accurate and updated process documentation
  

• Maintain and update CRM pipeline records 
  
• Organize and manage client contact databases 
  
• Ensure client and project information remains accurate and updated 
  
• Support tracking and coordination of ongoing opportunities
  

• Organize and maintain digital files within SharePoint and Microsoft 365 
  
• Ensure proper document version control and accessibility 
  
• Support structured file organization across projects and operations
  

• Provide administrative support for ongoing projects and operational initiatives 
  
• Coordinate with external vendors and partners when needed 
  
• Support research tasks and presentation preparation
  

• Assist with QuickBooks invoicing creation and tracking as needed 
  
• Support administrative tracking of invoices and related records
  

• Microsoft 365 (Microsoft Teams, MS Planner, Microsoft Calendar/Booking tools, Microsoft Office Suite (Word, Excel, PowerPoint)
  
• Canva 
  
• SharePoint 
  
• HubSpot or other CRM systems
  
• QuickBooks (preferred but not required)
  
• Familiarity with AI tools such as ChatGPT or Microsoft Copilot is a plus
  

• 3-5 years of experience with executive or virtual administrative support for US clients
  
• Bachelor’s Degree relevant to the role
  
• Positive, proactive, and solution oriented “Can Do” mindset
  
• Strong Microsoft 365 proficiency
  
• Experience managing calendars, emails, and scheduling
  
• Experience with document formatting and presentation support
  
• Experience organizing digital files and documentation
  
• Strong communication and coordination skills
  
• Experience with CRM updates and database management
  
• Proficiency in PowerPoint, Word, and Excel