Executive & Personal Assistant (Recruitment & Administrative Support)

Company: Upstaff Employment Services Inc.
Location: Philippines – 100% Remote
Position Type: Full-Time
Starting Salary: CAD $500 per month
Work Schedule: Monday to Friday, aligned with Toronto, Canada (Eastern Time) business hours
Reports To: Chief Executive Officer (CEO)

ABOUT THE COMPANY

Upstaff Employment Services Inc. is a Canadian staffing and recruitment company dedicated to connecting businesses with qualified professionals across various industries.

We are seeking a highly organized, dependable, and proactive Executive & Personal Assistant based in the Philippines to provide direct administrative, operational, and recruitment support to our CEO.

This position is ideal for someone who is resourceful, detail-oriented, an excellent communicator, and capable of managing multiple priorities independently.

We are looking for a long-term team member who takes initiative, anticipates needs, and genuinely enjoys helping an executive stay organized and productive.

KEY RESPONSIBILITIES

Executive & Personal Assistance

• Manage calendars, appointments, meetings, and daily schedules.
• Monitor and organize emails, prepare professional correspondence, and follow up on outstanding matters.
• Coordinate meetings, appointments, travel arrangements, and other administrative tasks.
• Maintain organized records, documents, and important information.
• Research products, services, vendors, and business opportunities as requested.
• Track tasks, deadlines, and commitments to ensure timely completion.
• Assist with personal administrative tasks while maintaining strict confidentiality.

Recruitment & Staffing Support

• Assist with posting job advertisements and coordinating recruitment activities.
• Source and identify qualified candidates through online recruitment platforms.
• Review résumés and conduct initial candidate screening when required.
• Schedule interviews and coordinate communication between candidates and recruiters.
• Monitor recruitment progress and follow up on outstanding assignments.
• Maintain accurate candidate records and update recruitment tracking systems.
• Support the CEO in overseeing recruitment priorities and ensuring deadlines are met.

Business & Operational Support

• Prepare reports, spreadsheets, presentations, and other business documents.
• Follow up with internal team members on assigned tasks and pending matters.
• Help coordinate projects and administrative activities across the CEO’s business operations.
• Identify opportunities to improve efficiency, organization, and communication.
• Provide daily updates on completed tasks, pending items, and matters requiring attention.

QUALIFICATIONS & EXPERIENCE

Required Qualifications

• Previous experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or Recruitment Coordinator.
• Recruitment or talent acquisition experience.
• Excellent written and spoken English with strong professional communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Proficiency in Microsoft Office, Google Workspace, and online collaboration tools.
• Ability to work independently with minimal supervision.
• Excellent attention to detail and a high level of discretion.
• Reliable internet connection and a suitable home office environment.
• Availability to work hours aligned with Toronto’s Eastern Time zone.

Preferred Qualifications

• Experience working remotely with Canadian or North American businesses.
• Familiarity with Zoho Recruit, Zoho CRM, or other applicant tracking systems.
• Experience coordinating staffing assignments and managing recruitment pipelines.
• Previous experience supporting a CEO, business owner, or senior executive.
• Experience using AI productivity tools and online research platforms.

THE IDEAL CANDIDATE

We are looking for someone who demonstrates the following qualities:

• Proactive: Takes initiative and follows through without constant reminders.
• Reliable: Consistently meets deadlines and honours commitments.
• Resourceful: Finds solutions rather than waiting for instructions.
• Professional: Communicates clearly and represents the company positively.
• Organized: Manages competing priorities efficiently.
• Trustworthy: Handles sensitive business and personal information with discretion.
• Adaptable: Comfortable working in a fast-paced business environment.

COMPENSATION & WORK ARRANGEMENT

Starting Salary: CAD $500 per month.

This is a full-time remote…