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Executive Assistant – CEO, COO
Location
Philippines
Posted
85 days ago
Salary
$1.5K / month
Seniority
Mid Level
Job Description
Executive Assistant – CEO, COO
Maximus
• Manage complex, shifting calendars for both the CEO and COO, proactively resolving conflicts and protecting focus time • Serve as the gatekeeper for executive time, using sound judgment to prioritize meeting requests, scheduling inquiries, and ad-hoc asks • Coordinate across time zones (US, Canada, Latin America) to schedule internal and external meetings • Prepare agendas, supporting documents, and briefing materials for leadership meetings, board meetings, and investor calls • Serve as the primary point of contact for our IT vendor and other operational vendors • Research new vendors and tools as needed, preparing recommendations with pricing and capability comparisons • Plan and book travel for leadership, including flights, accommodations, and detailed itineraries for offsites, conferences, and investor meetings • Tracking and processing expense reports and managing budgets for the executive or department • Assist with onboarding logistics for new hires as the team grows • Assisting with special projects, research, and data compilation as needed by the executive. • Coordinating company events, offsites, conferences, and team-building activities • Maintain and improve shared systems, documentation, and SOPs that keep the leadership function organized • Take on ad-hoc projects as they arise, the nature of a startup means no two weeks look the same
Job Requirements
- 2+ years of experience in an executive assistant or senior administrative role, ideally supporting C-suite or founder-level executives
- Demonstrated experience in a remote-first environment, working across distributed teams and time zones
- Fluent English proficiency (C1+ level) both written and verbal. You’ll be drafting communications on behalf of leadership.
- Exceptional organizational skills with a strong attention to detail and the ability to manage multiple competing priorities
- Proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets), AI tools, scheduling tools
- High degree of discretion and integrity in handling confidential information
- Proactive, solutions-oriented mindset – you anticipate needs rather than wait to be told
- Willingness to work Pacific Time (PST) hours to support CEO
Benefits
- Fully remote
- Direct exposure to startup leadership at a fast-growing health tech company
- Opportunity to grow the role as the company scales
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