The family of the company include a law firm, a contract template shop, an equestrian blog, a non-profit and a personal brand. Across all brands we believe in equipping entrepreneurs at every stage of owning a business- from formation, to duration, to creating a strategic future.
ROLE & RESPONSIBILITIES
Organization
**Calendar appointment: Coordinate calendar management tasks such as schedule, reschedule, and confirm meetings
**Calendar management: Maintain the CEO’s calendar in a thoughtful and purposeful manner, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a nationwide/worldwide team, spanning multiple time zones.
**Email management: Draft, proofread, and send emails using canned responses
**Document management: upload, save, and manage documents in different folders (Dropbox, Google Drive)
**Planning: coordinate meetings (e.g. team retreats, client events, etc.), book catering, and other logistics
**Travel: Book and confirm flights, accommodations, logistics, and make other travel arrangements
**RSVP: RSVP to events. Mark them on the calendar. Prepare for events, if needed.
**Digital paperwork: Fill in and file digital paperwork (e.g. set up new accounts)
**Appointment: Book appointments and make reservations (e.g. restaurants, doctor’s appointments, etc.)
**Reminder: Constantly remind me of people we need to respond to, work deadlines, and special events, and set reminders on our calendar
**Research: Conduct market research or find information online on a topic, product, or service
**To-do list: manage our to-do list and the team’s to-do list
Bookkeeping
**Timesheets: Review and approve timesheets
**Payroll: Process payroll
**Banking: Pay bills, download statements, and review charges and bank statements
**Receipts: Save receipts, upload them into expense management software, and categorize receipts for taxes and reimbursement
**Expense tracking: Track expenses, forecast recurring expenses, and prepare simple financial reports
**Statement reviews: Review credit card / financial statements for accuracy and flag potential questions (e.g. duplicate charges, returns, etc.). Dispute charges
Presentation
**Documents: Create and manage internal and external documents in Google doc, powerpoint, and spreadsheet
**Reports: Create, formate, and present reports on sales metrics, social media engagement, etc.
**Special Projects: Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material
Contact & Document Management
**Contact list: Manage and update contact lists. Organize follow-ups for networking contacts & maintain contact details
**Expense tracking: Save receipts, upload them into expense management software, and categorize receipts for taxes and reimbursement
**Document management: Manage and update internal and external spreadsheets and documents (e.g. company documents, team goals, vendor agreements, etc.)
Special occasions:
**Events: Event planning: Plan & organize or work with a vendor to plan company parties and events
**Gifts: Research gift ideas. Purchase and order gifts for clients
**Cards: Write and send thank you cards & birthday cards
**Personal appointment: Book doctor’s appointments and make dinner reservations
**Travel: Create a list of restaurant recommendations and places to visit. Book and make travel arrangements (car, flight & hotel)
SKILLS
**As a rockstar Executive Assistant, you have mastered time management, organizational skills, juggling multiple priorities, decision-making, and communications skills.
**You’re not afraid to ask questions, ‘bother’ me, and reach out when you need help
**You understand the CEO’s goals and objectives in order to effectively anticipate deliverables and follow up when necessary.
**You have a bias of action and love crossing things off your to-do list
**You can manage multiple tasks and projects without dropping the ball or missing a deadline
**You love to turn chaos into structure, making lists and creating processes
**You are a people person and have no problem speaking to, working with others and following up until you get your answer
**You can anticipate problems and seeks solutions to save time and ease processes
**You take ownership of every assignment you are given
**You hold yourself and others to high standards
**You have an “I’ll figure it out attitude” and love to problem solve
REQUIREMENTS
**If you are a detail-oriented and organized individual who loves crossing tasks off your list and enjoys managing the day-to-day operations of a business
**Proficient in Google Workspace and Microsoft Office and other Tech tools like Calendly, Zoom, Basecamp, and more
**2+ years of experience as an assistant supporting an entrepreneur, business owner or corporate executive
**Experience in customer support or in any customer-facing industry (e.g. retail or hospitality) is a plus
**Ability to handle confidential information and maintain discretion
**Valid driver’s license and reliable transportation
Tech Requirements:
** Computer – at least i5 or equivalent with 8gb RAM
** Internet Speed – At least 50 MBPS Download speed
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Work Type: Full-Time position
Work schedule: Monday – Friday 5am – 1pm EST // 5pm – 1am PHT
Salary Range: Php 40,000 – Php 50,000 monthly, DOE.
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APPLICATION INSTRUCTIONS
If this position is interesting to you, please apply:
1) Join our community: /opportunities
2) Please send an email to with the Subject: I am applying for PHB :: Executive Assistant
3) In the body of the email, the first sentence should be: I am applying for PHB :: Executive Assistant
4) Then, please share a couple of paragraphs describing why you’d be good for this position, and
5) Please provide a link to your resume and portfolio (don’t skip this step or we will not accept your application!).
6) Please also include your mobile phone number (we like to text). Thank you!
APPLY FOR THIS JOB:
Company: South Street Designs LLC
Name: Misty Williams
Email: