At Phyllis Song Consulting, we specialize in connecting high-performing Virtual Assistants with entrepreneurs and business leaders worldwide. We are currently hiring for an Executive Assistant role to support the CEO of multiple growing businesses. This is an exciting opportunity to be the CEO’s right hand—helping bring clarity, structure, and efficiency to a dynamic and fast-moving organization.

Job Description:

We are seeking a proactive and highly organized Executive Assistant to support a CEO managing multiple companies. This role goes far beyond task execution—it’s about leadership support. You’ll manage communications, scheduling, travel, and day-to-day operations so the CEO can focus on driving growth. If you’re detail-oriented, calm under pressure, and thrive in a high-performance environment, we want to hear from you.

Key Responsibilities:

Email Management

• Manage and organize inbox daily, prioritizing urgent items

• Draft, reply, and summarize communications

• Follow up on delegated tasks

• Maintain clear folder structure and efficient workflow

Calendar & Scheduling

• Own and optimize the CEO’s calendar

• Schedule internal and external meetings

• Protect strategic focus time, family blocks, and EOS sessions

• Send reminders and prepare meeting briefs

Travel Planning

• Research and book all travel details

• Create clear itineraries

• Coordinate with spouse and team for joint travel

• Track frequent flyer programs, visas, and loyalty points

Qualifications:

• Proven experience as an Executive Assistant or similar role

• Highly organized and detail-oriented

• Proactive, solutions-driven, and able to anticipate needs

• Trustworthy and discreet with sensitive information

• Strong written and verbal communication skills

• Tech-savvy; comfortable with HubSpot, Zoom, AI tools, EOS, and Otter.AI

• Calm under pressure, able to manage competing priorities

Tools You Will Use:

• HubSpot

• Zoom

• AI tools

• EOS

• Otter.AI

Working Hours:

• Full-Time: 40 hours per week

• Schedule: 8:00 AM – 5:00 PM EST (may change as needed)

• Must work U.S. hours (Eastern Time Zone)

Preferred Traits:

• Highly organized and detail-oriented

• Proactive and reliable

• Clear communicator with a confident presence

• Solutions-focused and resourceful

• Calm and composed under pressure

Non-Negotiables:

• Screenshot and productivity tracker required

• Must be available during stated working hours (Eastern Time Zone)

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 become an essential part of the team, supporting high-level operations and ensuring seamless daily functions. You’ll have the opportunity to work closely with leadership, manage key tasks, and contribute to the success of a dynamic, growth-focused team.