Job Description:

We are looking for a detail-oriented, tech-savvy, and highly proactive Executive Assistant to provide comprehensive support to a high-level executive. This role is much more than just scheduling; it's about being a true partner who takes ownership, a resourceful problem-solver who operates with a high degree of autonomy, and a trusted confidante. You will be the client’s right hand, ensuring her day runs seamlessly by anticipating needs, independently managing tasks, and allowing her to focus on strategic initiatives.

Key Responsibilities:

• Calendar & Scheduling Management:

• Organize and manage complex personal and professional schedules.

• Coordinate meetings and appointments, ensuring all necessary details (addresses, contact info, logistics) are proactively verified and included.

• Send timely reminders and follow-ups.

• Independent Research & Problem Solving:

• Independently research and find answers for logistical details, such as addresses, phone information, or tracking down email threads, without requiring step-by-step guidance.

• Take initiative to resolve scheduling conflicts and operational challenges before they escalate.

Systems & Process Optimization:

• Maintain digital files, databases, and email organization for seamless operations.

• Implement systems to improve workflow efficiency.

• Ensure security and confidentiality of all sensitive information.

Task & Project Accountability:

• Follow up on action items, ensuring timely execution of tasks.

• Provide daily summaries of completed tasks, priorities, and upcoming deadlines.

• Act as an accountability partner, keeping the executive on track with deliverables.

Communication & Support:

• Assist with drafting professional emails and correspondence.

• Maintain consistent communication with the executive via text, email, and calls.

• Support in coordinating PR/media contacts and outreach using specialized tools.

Media Clipping & Newsletter Preparation:

• Monitor and collect media coverage related to the executive’s work and industry.

• Organize and present media clips in a structured and visually appealing manner.

• Assist with the design and preparation of newsletters and other marketing materials.

Travel & Expense Management:

• Arrange travel logistics, including flights, accommodations, and itinerary planning.

• Organize and track expense reports using provided tools and templates.

Qualifications:

• Proven Experience: Minimum 3 years as an Executive Assistant in a demanding administrative role.

• Exceptional Resourcefulness & Autonomy:

• Demonstrated ability to work independently, find information, and solve problems with minimal supervision. You are a self-starter who doesn't need hand-holding.

• Highly Organized & Detail-Oriented:

• Manages multiple priorities while ensuring nothing falls through the cracks.

• Strong Communication Skills: Excellent written and verbal English communication.

• Tech-Savvy & Process

• Oriented: Proficient with Microsoft Teams, Outlook, and other digital tools.

• Remote Work Ready:

• High self-motivation and accountability while working independently. -

Education:

• Bachelor’s degree preferred but not required. Relevant experience is a priority.

Tools You Will Use:

• Microsoft Teams & Outlook

• For scheduling, email, and file management.

• Constant Contact

• Email marketing and newsletter automation.

• CRM platform & project management tools experience

Preferred Traits:

• Highly organized & detail-oriented anticipates needs and prevents scheduling conflicts.

• Proactive & takes initiative – acts independently and solves problems without waiting for direction.

• Strong written & verbal communication skills – professional email drafting and clear communication.

• Tech-savvy & process-oriented – comfortable with digital tools and automation.

• Trustworthy & discreet – handling high-profile contacts and sensitive data.

• Personable yet assertive – friendly but firm in keeping operations on track

Nature of Engagement & Working Hours:

• Engagement Type:

• This is a full-time engagement requiring availability during core business hours, however, it is an hourly-based role. You will be compensated for all hours actively worked and tracked.

Managing Downtime:

• We are looking for a proactive partner who can effectively manage their time. While the goal is a full 40-hour week once fully onboarded, there may be periods of downtime, particularly during the initial training phase or due to the executive's schedule. The ideal candidate understands this dynamic and uses any downtime productively for planning or administrative tasks.

Core Availability:

• 8:30 AM – 6:00 PM PST (Pacific Time)

• This is a Graveyard Shift role for candidates based in the Philippines.

Benefits:

• Paid 30 business days of training (focused on both mindset and skillset).

• Work-from-home opportunity.

• 9th month, anniversary, and performance bonuses.

• Access to training resources.

• Collaborate with an excellent community of VAs.

• Weekly payment.

• Claim reimbursements every quarter for PhilHealth contributions after 6 months of tenure, and after 1 year opt between PhilHealth or HMO.

Why Join us?

Join Phyllis Song Consulting as an Executive Assistant and play a vital role in supporting leadership and ensuring smooth, efficient operations. You'll have the opportunity to manage key tasks, streamline processes, and contribute to the success of a dynamic, growth-driven team—all while working in a flexible and collaborative environment.