Senior Executive Assistant / Executive Office Manager

**JO 16798 Senior Executive Assistant / Executive Office Manager for US NGO**

Job Type: Full-time (40 hours per week)
Working Hours:Mondays to Fridays 9am to 5pm EST Hours

Why choose Remote Staff?

• 100% Work from Home. No office-based setups. Manage your time efficiently and enjoy work-life balance.
• 18+ years in the remote work industry. We’ve helped more than 8K Filipinos establish virtual careers with international clients since 2007.
• Competitive and negotiable compensation (depending on skill level & experience)
• 100% coverage on Government Contributions Remittance* to SSS, Philhealth and Pag-ibig. Traditional employment set-ups cover only 50%, while you shoulder the other half as a salary deduction.

*Terms and conditions apply.

Reminders:

• Applying to Remote Staff is 100% FREE
• Processing your application is 100% FREE
• We will NEVER ask for placement fees, bank details, GCcash accounts, training fees, reservation fees, or any form of payment

Key Responsibilities

DIGITAL BRAND & MEDIA SUPPORT

• Uploading and scheduling prepared content
• Basic caption writing/copyediting
• Organizing photos, videos and other digital assets
• Maintaining a content/calendar schedule
• Coordinating deadlines and deliverables with media personnel
• Basic Canva work when necessary
• Uploading information/content to various platforms
• Monitoring outstanding media projects and following through until completion

I do not need the Executive Office Manager to become my primary graphic designer, video editor or full-scale social media manager. Their primary responsibility is ensuring that these areas are organized, assigned, followed through and completed.

REAL ESTATE / PROPERTY ADMINISTRATION

• Maintaining property/project files and records
• Tracking important dates, documents and deadlines
• Coordinating meetings and follow-ups with attorneys, developers, vendors, contractors and other parties
• Tracking outstanding requests and deliverables
• Organizing contracts and supporting documentation
• Coordinating maintenance/vendor matters when appropriate
• Preparing summaries so I know what requires my attention or decision

This person will not be expected to independently make legal, investment or major property decisions. Their role is to keep the administrative process organized and moving.

FINANCIAL ADMINISTRATION

• Organizing invoices, receipts and supporting documents
• Tracking payments/invoices that require follow-up
• Basic expense tracking
• Coordinating information with bookkeeping/accounting personnel
• Maintaining organized records
• Flagging financial items requiring my review or approval

This is not intended to be an accountant or primary bookkeeping position.

ADDITIONAL CORE RESPONSIBILITIES

• Complex calendar and appointment management
• Domestic and international travel coordination
• Meeting preparation and follow-up
• Executive correspondence
• Project and deadline management
• Event/conference coordination
• Research and information gathering
• Creating systems/SOPs and improving workflows
• Managing multiple unrelated priorities simultaneously
• Communicating professionally on behalf of an executive
• Protecting an executive’s time and determining what actually requires their attention
• Following up with people without requiring the executive to repeatedly ask for updates

Required Qualifications & Mindset

• Proactive Ownership: Proven ability to operate at a high level, exercise executive judgment, and execute complex workflows from minimal initial instruction.
• Executive Support Track Record: Extensive experience supporting C-suite leaders, public figures, or multi-entity entrepreneurs.
• Digital Competency: Practical experience with Canva, social media management platforms, project tracking applications, and basic website maintenance.
• Communication & Reliability: Outstanding written and verbal communication skills with high attention to follow-through.
• Exclusivity: Full-time availability dedicated strictly to this single role (no concurrent client juggling).

SOFTWARE & PLATFORMS (NICE TO HAVE)

The person should be highly technologically capable and able to learn new systems quickly.

Our current or anticipated platforms include:

• Google Workspace – Gmail, Calendar, Drive, Docs and Sheets
• GoHighLevel / CRM
• WhatsApp and other communication platforms
• Canva
• Social media platforms including Facebo…