Executive Assistant

Be part of our team!

Job Position: Part-time Executive Assistant (with a chance of a Full-time role after a month of probationary period)

We are looking for an Executive Assistant (EA) who plays a critical role in supporting the firms executive leadership and ensuring the effective operation of the firm. The EA is integral to supporting the Partnership in navigating the complexities of our operational environment, enhancing administrative efficiency and providing strategic support.

Key Responsibilities:
1. Calendar and Meetings Coordination:

• Manage and coordinate calendars for the Managing Partner and Founding Partner, ensuring alignment with strategic priorities.
• Schedule internal work time in calendars based on task lists and priorities.
• Coordinate between partner calendars and shared office spaces, effectively managing available times.
• Organize and send meetings on behalf of the Partners. This includes scheduling internal meetings, ensuring timely and effective distribution of information, while maintaining discretion and confidentiality.
• Develop and distribute agendas, prepare meeting materials, take minutes, and distribute minutes and other documents
• Set up meeting action items as tasks in the Task Management System, assigning properties such as priority and due date
• Follow up on meeting action items and tasks to ensure they are delivered by their due date.

2. Time Management Support:

• Manage timesheet entries (and other administrative tasks) for Partners as required to ensure appropriate billings are entered in a timely fashion.

3. Project and Administration Support:

• Create and set up project documentation and other project administration activities in IGS systems/applications, with necessary guidance and support.
• Take minutes during operational and client-facing meetings when required.
• Send information such as agendas, notes, and other relevant documents to clients and to the Partnership as required.
• Work closely with Project Managers to understand and contribute/provide administrative support to strategic projects.

4. Communications Management:

• Serve as a liaison between Partners, staff, and external stakeholders, ensuring smooth communication flows.
• Support provision of handover videos from Partnership to Service Delivery Team
• Identifying leads from desktop research and entering data into our CRM
• Support preparing for meetings and developing client engagement strategies where required by the Partners.
• Schedule and reschedule meetings, including interactions with internal staff and external stakeholders where required.

5. Documentation, Task Administration and Reporting:

• Create and maintain documents from handwritten notes, integrating feedback and tracking changes where requested.
• Manage and update project management and client relationship management systems (e.g., Monday.com), ensuring all tasks and client information are current and effectively managed.
• Add additional information into Client Relationship Management systems based on research and context and directed.
• Generate and distribute reports using established templates or provided instructions to meet operational and strategic requirements.
• Maintain and update internal registers, records, and forms as directed by Partners.

Skills and Qualifications:

• Proven experience in an executive support role, preferably within a consulting or professional services environment.
• Exceptional organizational and time-management skills.
• Proficiency in MS Office, project management tools (e.g., Monday.com), and social media platforms.
• Direct experience managing multiple (and sometimes competing) calendars is required.
• Excellent record-keeping and file-management practices
• Demonstrated adaptability and resilience in managing changing priorities and unforeseen challenges.
• Strong communication and interpersonal abilities.
• Ability to handle confidential information with discretion.

Education:

• Bachelor’s degree in Business Administration, Communication, or related field is highly regarded but not mandatory.

This virtual role demands a highly organized and experienced Executive Assistant who has strong stakeholder engagement and time management capabilities. You will enjoy learning new skills and working with a team that delivers a large, diverse and exciting offering (and workload) for our clients.

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ABOUT US:

At Global Teams, we are on a mission to support people in the Philippines by providing opportunities for them to work from and spend time with their families.

With 82 team members and growing we enjoy nurturing a fun and supportive environment for everyone to grow and be themselves.

We only work with nice business owners who value kindness and fairness.

When working with us we will never use time tracking or screen monitoring software (we think that is wrong).

We value accountability, kindness, communication, support, and fun!

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BENEFITS:

-We are looking for long-term VAs, so aside from the base rate, there will be a pay rise of Php1,000.00 quarterly.
-A day shift job in a work-from-home setting.
-Works Monday to Friday, 8 hrs. a day including lunch break.
-4 weeks of paid holidays and Sick Leave
-Health benefits after 6 months of tenure.
-Big support from our team! You will get a supportive key contact person to ask any questions and there will be plenty of opportunities for you to grow and learn. We have prepared online training and courses if you want to hone or learn new skills. Of course, not mandatory but it’s always accessible to you.

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To apply:
-Please go to this website, globalteams.com.au/career/
-When you apply for the role please add the word "Structured VA " in the field that asks "What job are you applying for"
-If youre reading this, just know the application here will not be entertained. Please apply through the website.

We are looking forward to hearing from motivated individuals who want full-time roles and career opportunities.

Job Types: Full-time, Permanent

Pay: Php25,000.00 - Php30,000.00 per month

Benefits:

• Pay raise
• Work from home

Schedule:

• 8 hour shift
• Day shift

Supplemental pay types:

• Quarterly bonus

Experience:

• Executive Assistant: 2 years (Required)

Language:

• English (Required)