Join our Dynamic Team and be Remarkable!
If you’re highly organized and thrive in a fast-paced environment, we’d love to meet you!
Remarkablism Services Corp. is seeking a driven and detailed-oriented Executive Assistant to support our client’s business with the behind-the-scenes administrative execution.
Essential Responsibilities:
1. Calendar & Meeting Management:
- Own all aspects of calendar coordination and management for the COO, including prioritization, conflict resolution, and forward-looking planning.
- Monitor Microsoft Teams threads for meeting-related requests (e.g., “Please add this to the exec meeting agenda”) and track topics to ensure timely inclusion.
- Draft and circulate agendas prior to each meeting.
- After meetings, download transcripts, use a pre-built GPT to generate meeting minutes, and distribute finalized minutes to the appropriate team members.
2. Inbox & Communication Support (COO Only)
- Review and organize the COO’s inbox daily; flag, archive, escalate, or respond as appropriate.
- Draft professional responses for simple requests, leveraging AI-driven templates when possible.
- Escalate complex or sensitive messages for the COO’s direct input to ensure timely response.
- Track follow-ups and outstanding tasks to prevent missed commitments.
- Meet regularly with the COO to review priorities, outstanding items, and ensure alignment on upcoming deliverables.
3. Administrative & Light Personal Support (COO Only)
- Manage periodic business travel logistics (flights, hotels, transportation).
- Handle occasional personal scheduling and logistical tasks.
- Submit expense reports, organize digital files, and support ad hoc administrative needs.
- Assist with document preparation, event coordination, and other special projects.
4. Relationship Management & Follow-Up (COO Only)
- Maintain contact lists and track key interactions with partners, clients, and stakeholders.
- Coordinate timely thank-you messages, gifts, and event follow-ups.
- Help ensure the COO maintains a reputation for responsiveness, professionalism, and follow-through.
5. Navigating a Fast-Paced Executive Environment (COO Only)
- The COO operates in a fast-moving, externally focused role with limited availability and frequent competing priorities.
- The ideal candidate will be comfortable taking initiative to follow up, ensure tasks are completed, and respectfully “own the nudge” when attention is required.
- Persistence and professionalism are essential for success in this role.
- Proactively schedule and protect time for deep work, recurring meetings, and urgent priorities.
- Support the CEO, CFO, CTO and CSO by coordinating 4–5 weekly standing internal meetings.
6. Confidentiality
- Maintaining strict confidentiality regarding sensitive information and communications.
Qualifications & Skillsets:
- Has proven experience in administrative support and/or a related fast-paced environment.
- Has proven experience as Executive Assistant to the executives.
- Excellent attention to detail and a proactive communication style
- Excellent in both verbal and written communication skills.
- Has strong interpersonal skills and can effectively work with others.
- Proficiency in Microsoft Office Suite (Outlook, Teams, PowerPoint, Word, Excel, SharePoint)
- Familiarity with or openness to using AI tools such as ChatGPT to streamline workflows
- Self-motivated, results-oriented, and capable of working independently as well as collaboratively within a team.
- Ability to juggle multiple priorities without losing accuracy or speed
- Discretion and reliability when handling confidential information
- Willing to relocate in Davao City (if outside the city) and can work night-shift.
- Willing to start as soon as possible (ASAP).
How to Apply:
If you are a dedicated individual that has a strong Executive and administrative experience, and you're ready to contribute to the growth of a dynamic company, we want to hear from you. Interested candidates may submit their cover letter and resumes to [email protected]
Job Type: Full-time
Pay: Php35,000.00 - Php45,000.00 per month
Benefits:
- Company events
- Health insurance
- On-site parking
- Opportunities for promotion
Schedule:
- 8 hour shift
- Evening shift
- Night shift
Supplemental Pay:
- 13th month salary
- Overtime pay
Work Location: In person
