Bilingual Executive Assistant - Freelance, Remote
Department: Support & Leadership
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description
About the ClientOur client is a highly respected leader in the security and communications solutions sector, serving a diverse range of industries throughout Atlantic Canada. With over 30 years of experience, their mission is to deliver reliable, integrated solutions that keep businesses safe, secure, and connected 24/7. The organization is provincially licensed, bonded, and recognized for its commitment to client service and technological innovation.
Why does this role exist?
This opportunity exists to provide high-level administrative and organizational support to the CEO, who is new to both the company and working with a virtual executive assistant. The mission is to free up the CEO’s time from routine administrative tasks, streamline document management, and ensure effective communication with both internal staff and external clients. By hiring a skilled Bilingual Executive Assistant, the company aims to enhance operational efficiency and maintain the highest standards of professionalism in every interaction.
The Impact you’ll make
Administrative Support & Calendar Management- Organize and manage the CEO’s calendar and emails, prioritizing and responding to routine inquiries.
- Assist with travel arrangements and meeting bookings.
- Manage task lists, deadlines, and send timely reminders for meetings and deliverables.
- Digitize hard-copy documents and set up a document management system using SharePoint.
- Maintain digital filing systems for quick, secure, and easy access to information.
- Serve as a professional point of contact, communicating clearly with both internal staff and external clients or contractors.
- Make and receive phone calls on behalf of the CEO.
- Draft and respond to correspondence, ensuring sensitivity to local market nuances in both English and French.
- Coordinate with staff and third parties to ensure seamless project and task execution.
- Track open items, follow up on pending issues, and provide regular status updates to the CEO.
- Utilize Microsoft Office Suite (Outlook, Teams, SharePoint) and adapt quickly to new tools or processes as needed.
Skills, Knowledge and Expertise
Required:- Minimum 2 years experience as an Executive Assistant or in a similar high-level administrative role.
- Fluency in both English and French (written and spoken).
- Proven experience managing calendars, emails, and documents for senior executives.
- Strong proficiency with Microsoft Office Suite (Outlook, Teams, SharePoint).
- Comfortable and professional handling phone communications.
- WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
- Exceptional organizational and time management skills.
- Advanced digital literacy and adaptability to new technologies.
- Excellent written and verbal communication in both English and French.
- Proactive problem-solving and attention to detail.
- Discretion, professionalism, and the ability to represent the CEO with integrity.
- You are highly organized, proactive, and thrive in a fast-paced remote environment.
- You value clear communication and take pride in supporting others to achieve their goals.
- You are committed to confidentiality and professionalism.
- You are bilingual (English and French) and resourceful.
- You are ready to help guide a leader new to virtual assistance through a smooth transition.
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
- Monday to Friday, 8am to 4pm Atlantic time/New Brunswick CA
- Occasional weekend availability for urgent matters
- 40 hours per week
- $7 per hour
- No benefits package included