We are looking for a highly capable Executive Assistant to provide high-level administrative and operational support to senior executives.
We are supporting the launch of a new F1-style thoroughbred racing league where celebrity- and brand-owned teams will compete head-to-head in a season-long competition spanning multiple iconic tracks across the U.S. This is a high-trust role supporting senior leadership, with responsibilities expected to include calendar and travel management, coordination with internal and external stakeholders, meeting preparation and follow-up, research, communications, and broader executive support in a fast-paced, high-profile environment.
This is not a traditional admin role focused primarily on ad hoc tasks. We are looking for professionals who are comfortable working directly with executives, managing competing priorities, anticipating needs, protecting confidential information, and taking ownership of tasks and processes from start to finish.
The ideal candidate is proactive, highly organized, resourceful, and capable of working with minimal supervision. You should be someone who can identify what needs to be done, determine the best way to accomplish it, and follow through without needing constant direction.
Estimated Salary: The compensation range for this position is currently being finalized. As part of the application process, please share your expected salary based on your experience and qualifications. Your expectations will be considered as part of the overall compensation discussion, along with the scope and requirements of the role.
KEY RESPONSIBILITIES
Executive Support
- Provide day-to-day administrative and operational support to senior executives.
- Manage complex calendars, schedules, appointments, and competing priorities.
- Coordinate meetings, calls, and virtual appointments across multiple time zones, including Zoom meetings.
- Help executives start each day organized and prepared by reviewing the calendar, highlighting key meetings, and proactively flagging new people, companies, or priorities that may require additional preparation.
- Conduct advance research on new contacts, companies, meeting participants, and relevant preferences or background information to help executives prepare effectively.
- Prepare meeting agendas, briefing materials, presentations, and other executive documents.
- Assist with PowerPoint presentation cleanup, formatting, and basic editing.
- Take meeting notes, track action items, and follow up to ensure commitments are completed.
- Manage executive correspondence, communications, and follow-ups through email, iMessage, and other communication channels as needed.
- Help executives stay organized, prepared, and focused on high-priority activities.
Proactive Administrative & Operational Support
- Anticipate executives' needs and proactively address issues before they become problems.
- Own administrative processes and projects from initiation through completion.
- Research information, gather options, make recommendations, and present findings clearly.
- Conduct basic company and background research to support meetings, decision-making, and executive preparation.
- Coordinate with internal teams, clients, vendors, and external stakeholders.
- Follow up on outstanding tasks and ensure deadlines are met.
- Develop and maintain systems, trackers, SOPs, and organizational processes that improve efficiency.
- Identify opportunities to streamline repetitive administrative tasks and improve workflows.
- Exercise sound judgment when determining what requires immediate attention, what can wait, and when an executive needs to be contacted or reminded—particularly when the executive is unavailable.
- Take ownership of resolving routine issues independently and escalate matters appropriately when executive input is genuinely required.
Travel & Logistics
- Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
- Prepare detailed travel itineraries and supporting information.
- Assist with business and personal travel planning, including vacation planning, as needed.
- Assist with meeting, event, and off-site logistics.
- Handle last-minute changes and troubleshoot logistical issues as they arise.
- Coordinate travel and logistics approximately 2–3 times per month, with the flexibility to accommodate changing needs.
Communication & Coordination
- Draft and proofread professional emails, documents, presentations, and other correspondence.
- Communicate professionally with executives, clients, partners, vendors, and other stakeholders.
- Represent executives professionally when coordinating schedules, meetings, and requests.
- Manage sensitive information and maintain a high level of discretion and confidentiality.
- Use strong written and verbal communication skills to ensure information is communicated clearly and efficiently.
General Executive & Administrative Support
- Assist with special projects and executive-level initiatives.
- Conduct online research and prepare summaries, reports, or recommendations.
- Maintain organized digital files, records, and documentation.
- Support expense management, including receipt collection, tracking, and reconciliation through Ramp or similar expense-management software.
- Support basic reporting and administrative coordination where required.
- Take on other responsibilities that support the effectiveness and productivity of the executive team.
Requirements
- 3+ years of experience in executive assistance, virtual assistance, administrative support, operations coordination, or a similar role.
- Previous experience supporting executives, founders, business owners, directors, or senior leaders is strongly preferred.
- Proven experience working as a Virtual Assistant, Executive Assistant, Personal Assistant, Executive Administrative Assistant, or similar high-level administrative professional.
- Strong experience managing calendars, schedules, meetings, correspondence, and executive priorities.
- Excellent written and verbal English communication skills.
- Strong proficiency with common productivity and collaboration tools such as Google Workspace, Microsoft Office, Zoom, Slack, iMessage, project management platforms, and similar tools.
- Comfortable working with international teams and across different time zones.
- Comfortable coordinating domestic and international travel and adapting to changing priorities throughout the day.
- Experience with project management or operations coordination.
- Experience creating SOPs, workflows, systems, and process documentation.
- Experience coordinating travel, events, or complex business logistics.
- Comfortable researching unfamiliar topics, companies, and individuals and figuring out solutions independently.
QUALIFICATIONS THAT ARE A PLUS
- Experience supporting C-suite executives, founders, entrepreneurs, or senior leadership.
- Experience working with international clients or companies.
- Experience supporting executives based in the US or other international markets.
- Experience managing multiple executives or stakeholders simultaneously.
- Familiarity with tools such as Asana, ClickUp, Monday.com, Notion, Airtable, HubSpot, Ramp, or similar platforms.
- Experience with presentation preparation and PowerPoint formatting/editing.
Benefits
- Food Allowance
- Government Benefits
- 13th Month pay
- Work Equipment
- Night Differential if applicable (10% of hourly rate)
- 20 Leaves (after 6 months)
- Holiday pay (200% on Regular holidays; 130% on Special holidays)
- Overtime pay (max of 10.25 hrs/day)
- Referral bonus (P10,000 if referral passed and stayed with the company for 3 months)
- HMO (after 6 months)
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