LOOKING FOR STELLAR TOP CANDIDATES

Position: Executive Assistant
Working Hours: Full-time│Mon - Fri, 9:00 AM–5:00 PM PST
Search Location: India│Philippines
Salary: Up to 2300 USD per month
: The Final Salary Offer depends on the client’s decision, interview results, and experience

About the Client:

Our client is a global technology company that transforms mobility, delivery, and logistics infrastructure across hundreds of cities worldwide. Connecting riders, eaters, merchants, and commercial shippers through seamless digital platforms and advanced transportation networks, the company moves millions of people and goods every single day at massive enterprise scale.

To support executive leadership within its global accounting and finance organizations, the company is seeking an experienced Executive Assistant to provide direct, dedicated administrative management to three Senior Directors across United States time zones.

About the Role:

We are seeking a proactive, highly organized Executive Assistant to take ownership of executive calendar management, complex scheduling logistics, travel coordination, and core administrative support for three Senior Directors.

In this role, you will fill a critical operational support gap within a fast-moving, high-volume environment. You will act as the master controller of high-density executive calendars, managing conference room bookings, resolving scheduling conflicts across coast-to-coast time zones (PST and EST), and streamlining expense and procurement workflows. This position is strictly focused on core business administration and executive leverage—there is no personal assistant scope involved.

The ideal candidate is a seasoned, tech-savvy Executive Assistant with 5–8 years of experience supporting senior enterprise directors, high proficiency in Google Workspace, and a resilient, proactive "Get Stuff Done" (GSD) mindset.

Role Responsibilities:

Primary Focus: Core business administration, multi-director calendar management, room bookings, expense reports (Ramp), procurement tracking (Zip), and travel logistics (strictly business, no personal admin)

Executive Calendar & Schedule Management

Manage, maintain, and protect high-density, multi-time-zone master calendars for three Senior Directors (based in San Francisco and Florida).
Proactively resolve scheduling conflicts across Pacific and Eastern time zones, ensuring appropriate buffer times and preparation windows.
Coordinate multi-attendee internal syncs, cross-functional leadership reviews, and external partner meetings.
Reserve, manage, and confirm physical conference rooms and virtual meeting links across enterprise office locations.
Monitor incoming meeting requests and priority calendar changes, exercising sharp judgment to balance competing priorities.

Expense Management & Procurement Administration

Prepare, submit, and track executive expense reports accurately using expense management software (Ramp).
Assist with procurement requests, purchase orders, and vendor invoice processing through enterprise procurement systems (Zip).
Ensure all business travel, meal, and operational expenses adhere strictly to corporate accounting policies and documentation guidelines.
Track open procurement approvals and follow up with internal stakeholders to keep operational requests moving forward.

Core Business Administrative Support

Manage executive travel arrangements, flight itineraries, hotel bookings, and ground transportation logistics.
Prepare, format, and review internal documentation, meeting agendas, and executive briefs using Google Docs and Sheets.
Provide responsive communication triage across Gmail and Slack, flagging urgent messages and routing inquiries to appropriate leads.
Author clear meeting summaries, capture key action items, and maintain organized digital team archives.
Maintain strict confidentiality when handling sensitive financial, organizational, and executive information.

Requirements:

5–8 years of professional experience as an Executive Assistant supporting Senior Directors, Vice Presidents, or C-suite leaders within enterprise or fast-paced technology organizations.
High proficiency with Google Workspace applications (Gmail, Google Calendar, Google Docs, Google Sheets, Google Slides, Google Meet).
Proven experience managing complex, high-density calendars across multiple time zones (PST / EST) simultaneously.
Practical experience using enterprise expense management software (Ramp) and procurement platforms (Zip or similar ERP systems).
Exceptional written and verbal English communication skills with high professional poise, executive presence, and clarity.
A proactive, highly resourceful "Get Stuff Done" (GSD) attitude with a strong ability to solve problems independently.
Meticulous attention to detail with an obsessive focus on calendar accuracy and follow-through.
Reliable high-speed internet connection, secure computer setup, and a dedicated, quiet remote workspace.

Preferred Qualifications:

Previous experience supporting global finance, accounting, or enterprise corporate operations teams.
Experience navigating large-scale matrixed organizations with 500+ employees and distributed contractor bases.
Track record of managing executive travel and room bookings across global corporate campus networks.

Technology & Tools:

Candidates should be proficient with or capable of quickly mastering:

Google Workspace (Google Calendar, Gmail, Google Docs, Google Sheets, Google Drive)
Ramp (Expense Management Software)
Zip (Procurement & Purchase Order Software)
Team Communication Tools (Slack, Zoom)
Corporate Travel Management Platforms

What This Role Offers:

Direct administrative partnership with Senior Directors within a world-class technology enterprise.
High operational leverage, directly supporting executive productivity across key finance and accounting functions.
Exposure to modern enterprise productivity, expense, and procurement stack platforms (Google Workspace, Ramp, Zip).
A stable full-time position working consistent Pacific Standard Time business hours.

Ideal Candidate Profile:

The ideal candidate is an articulate, highly disciplined executive support professional who thrives in a fast-moving, high-volume environment.

They do not wait for instructions—they analyze calendars weeks in advance, spot room and time zone conflicts before they happen, and resolve them smoothly. They navigate Google Workspace effortlessly, process expenses in Ramp without delay, and communicate with clear, confident professionalism across all channels.

Most importantly, they bring a resilient, proactive "Get Stuff Done" energy every day, taking true ownership of core business administration so senior directors can stay focused on strategic leadership.

NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.

PLEASE NOTE:

→ We are looking for candidates based in India, and the Philippines.
→ Please note that we process only one active application at a time—if you’ve applied for multiple roles, kindly direct any updates to the team handling your first application.
→ To start processing, submit your resume in English.
→ The final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.

Executive Assistant - 65555034757