Executive Assistant

Position Type: Full Time

Location: Philippines (Remote)

Schedule: Monday to Friday, 8:00 AM to 4:00 PM MST

ABOUT THE COMPANY

Our client is a retail company based in Bluffdale, Utah. They are a handcrafted personalized jewelry brand founded in 2013 with a mission to help customers celebrate their most meaningful life moments through beautifully made, customizable pieces. They focus on creating jewelry that connects wearers to their personal stories, from milestone gifts to daily‑wear pieces, with an emphasis on thoughtful craftsmanship and emotional meaning. Each piece is designed to embody and reflect individual experiences, helping customers “wear their story close to their heart.

ABOUT THE ROLE

As Executive Assistant, you’ll own calendars, inboxes, tasks, and logistics for the leadership team, helping streamline business and personal operations. You’ll coordinate meetings, track projects, manage travel, handle personal and household logistics, and support team culture — essentially becoming the external brain that keeps leadership organized, focused, and free from operational overload.

This is a long-term, full-time role for a professional who is looking to fully commit to one company and grow with it over time.

RESPONSIBILITIES

Executive & Calendar Management

• Manage executive inboxes and calendars, including scheduling, prioritization, and protecting focus time
• Coordinate meetings end-to-end, ensuring seamless communication, conflict resolution, and follow-ups

Task & Project Management

• Own task tracking in Asana by assigning, monitoring progress, and enforcing accountability on deadlines
• Provide weekly updates on priorities, overdue items, and blockers to ensure smooth execution

Meeting & Communication Support

• Prepare agendas, materials, and capture notes with clear action items and timely follow-ups
• Act as a communication bridge, following up with team members, vendors, and partners on behalf of leadership

Travel & Logistics

• Coordinate travel arrangements, including flights, accommodations, and detailed itineraries
• Handle pre-trip planning and scheduling to ensure smooth and organized travel experiences

Personal & Household Management

• Manage personal calendars, appointments, and family logistics such as school and activity schedules
• Oversee household operations, including vendor coordination, subscriptions, and online orders

Events & Team Support

• Assist in planning and coordinating company events, offsites, and key initiatives
• Support team culture efforts such as onboarding, birthdays, and recurring operational checklists

Administrative & Systems Support

• Track expenses, collect receipts, and assist in maintaining accurate financial records
• Organize systems (Google Drive, Asana) and recommend process improvements for better efficiency

COMPETENCIES AND QUALIFICATIONS

Must-Have

• 3-5 yrs experience supporting executives with calendars, inboxes, and coordination.
• Ability to manage high-volume inboxes, prioritize urgent messages, and follow up proactively.
• Experience in creating clear notes, SOPs, and meeting summaries for team alignment.
• Strong written and verbal communication with clarity, professionalism, and responsiveness.
• Able to anticipate needs, identify gaps, and take action without constant direction.
• Experience with Asana, ClickUp, or similar tools to track tasks and deadlines.
• Proactive problem-solving and foresight to anticipate needs
• Track action items and ensure completion across multiple stakeholders and projects.
• Experience handling personal scheduling, travel, or family-related coordination tasks.

Nice-to-Have

• Track comms or follow-ups with retail partners, pull simple reports from Shopify or tools, etc.
• Onboarding, work anniversaries, employee birthdays, etc.
• Experience in receipt organization/expense tracking
• Experience with Vendor coordination, cross-team follow-ups
• Familiarity with Shopify, Amazon, or retail operations

APPLICATION PROCESS

We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, and then a last interview to discuss the practical test and final matters with the client. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.

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