Executive Assistant

Cebu City, Cebu
Permanent
Full-time

1 month ago

Job Description:Where digital fluency meets executive mastery-Smartsourcing,a 4-Time Best Company to Work For, is your next move.Hi! We're Smartsourcing and we're looking for an Executive Assistant who thrives at the intersection of precision and performance. In this full-time, on-site role, you'll support a fast-paced digital practice-helping drive momentum across strategy, operations, and experience.You'll coordinate calendars like a pro, manage tools and timelines effortlessly, and make executive support feel seamless. Behind every brilliant system is someone who sees the whole picture-that's you.Where? 📍JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 CebuAbout the RoleWe are looking for a highly skilled Executive Assistant to provide comprehensive support to a high-impact coaching and consulting practice. This role requires independent judgment, advanced coordination capabilities, and operational oversight across multiple workstreams. Ideal candidates will have strong organizational and communication skills, with a proven ability to manage both routine and strategic responsibilities in a fast-paced, remote-first environment.Key Responsibilities:Executive Support & Communication Management

Configure Gmail filters and labels to ensure priority communication is surfaced and non-essential messages are appropriately managed.
Liaise with clients and internal stakeholders to manage meeting logistics, including a 12-month rolling calendar of coaching sessions, events, and off-sites.

Maintain and regularly refine a structured calendar that balances business, personal, and wellness commitments.

Travel & Event Coordination

Plan and manage end-to-end travel arrangements, including booking transportation, accommodation, and creating detailed itineraries.
Organise and execute corporate events in alignment with business strategy and availability, handling venue, attendee coordination, and logistics.

Contractor & Vendor Collaboration

Oversee schedules, deliverables, and payments for marketing contractors, ensuring milestones are met and communication is consistent.

Operational Tools & Knowledge Systems

Prepare and update Miro boards before and after client events, using provided inputs and visual documentation.
Review AI-generated summaries of coaching calls, draft professional follow-ups, and input agenda items into Google Calendar linked to relevant preparatory materials.

Finance & Performance Tracking

Track and reconcile budgets, expenses, and transactions using Xero, ensuring accuracy and timely reporting.
Maintain and monitor company OKRs and KPIs using Metronome Growth Software, surfacing gaps or delays.

Project & Relationship Management

Monitor critical project timelines and deliverables; proactively brief stakeholders and identify dependencies.
Manage and update contact systems (Pipedrive, LinkedIn, WhatsApp) and ensure communication responses within 24 hours.
Serve as liaison between the executive and the broader team, facilitating information flow and clarifying next steps.

Strategic Planning & Time Optimization

Continually assess the executive's schedule for efficiency, energy management, and priority alignment.
Maintain NDA and confidentiality processes through Smartsourcing, ensuring sensitive information is protected.
Regularly review and re-prioritize tasks in line with evolving strategic objectives.
Identify and resolve issues proactively, mitigating risk and minimizing executive workload.

📅 Work Schedule: 4:00 PM - 1:00 AMRequirements:

1-2 years of experience in executive support, project coordination, or operations
Strong organizational, written, and interpersonal communication skills
High proficiency in Google Workspace, Miro, Xero, and CRM tools (e.g., Pipedrive, LinkedIn)
Experience using AI tools for summarization and documentation (a plus)
Ability to operate autonomously and manage complex task loads with minimal supervision
Discretion and integrity in handling confidential and sensitive information

Benefits:Step Into the Smartsourcing Experience 😄Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fourth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title-it's a testament to our commitment to making Smartsourcing an incredible place to build a career.Why You'll Love Working HereAt Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:

😊 Fixed weekends off

🎄 5-day Christmas Leave

👩‍⚕️ HMO coverage for you and your dependent/s from Day 1 of employment

⛑️ Group life insurance from Day 1 of employment

😋 Free lunch + soft breakfast every day

☕ Free coffee every day (latte, americano, or cappuccino) made by our in-house barista

💰🥤 For the night shifters, additional NIGHT DIFF

⛹️ Sports wellness clubs including hiking and free-diving

🏋️ Subsidised gym membership at Anytime Fitness

🤝 Engagement bonuses

🏆 Over-the-top monthly, quarterly, and annual performance bonuses

🙌 Exclusive discounts in selected restaurants and merchants

🥳 Themed BFFs, monthly knockoffs, summer parties

🧘🏼‍♂️ Community give-back programs and personal development workshops

And so much more!

We're not just another outsourcing company. We're building something that actually matters here - a place where good work meets good culture.Be the engine behind our execution-and the pulse behind our progress. Be an Executive Assistant at Smartsourcing.

Smartsourcing

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