Job Title

VIRTUAL EXECUTIVE ASSISTANT / EXECUTIVE ASSISTANT (C-SUITE SUPPORT) - PHILIPPINES (REMOTE) LOCATION

Location

Hirani Corporate Office - Hicksville, NY 11801 US (Primary)

Job Type

Full-time

Category

Administration/Operations

Travel

None

Job Description

ROLE SUMMARY

We are seeking a highly effective Virtual Executive Assistant / Executive Assistant to support senior leadership (C-Suite). This role requires deep experience partnering with executives, expert-level calendar and inbox management, strong written communication, impeccable follow-through, and high discretion. You will anticipate needs, protect executive time, and keep priorities moving with minimal direction.

KEY RESPONSIBILITIES

EXECUTIVE SUPPORT:

• Manage complex, frequently changing calendars (multi-time-zone scheduling, agenda planning, conflict resolution, buffers, travel time, priority-setting)
• Own inbox management: triage, draft responses, flag urgent items, follow up for missing info, and maintain response SLAs
• Prepare daily/weekly executive briefs: upcoming meetings, priorities, action items, and risks
• Track deliverables and commitments across stakeholders; ensure timely follow-through and closure

• Schedule internal/external meetings, send agendas, confirm attendees, and manage reminders
• Capture notes and action items; distribute recaps and manage follow-ups
• Draft polished executive communications (emails, messages, meeting updates) in a professional voice
• Coordinate with internal leaders and external partners with confidence and diplomacy

• Create and maintain documents, trackers, and light reporting (Excel/Sheets)
• Support basic project coordination (timelines, task lists, status updates)
• Organize and maintain executive files and folders (SharePoint/Google Drive/OneDrive), with clean version control
• Assist with travel planning (as needed): itineraries, logistics, confirmations
• Create and maintain SOPs, checklists, and templates for recurring workflows (calendar rules, inbox triage, meeting prep, follow-ups, travel, document organization)
• Standardize and improve processes to reduce rework, increase speed, and ensure consistent execution

• Handle sensitive information with strict confidentiality and sound judgment
• Maintain a high standard of professionalism, accuracy, and discretion in all communications

• 3-7+ years experience as an Executive Assistant / Virtual Assistant supporting C-Suite or senior leadership
• Demonstrated mastery of calendar management (complex scheduling, multiple time zones) and email triage/drafting
• Strong written and verbal English communication with professional tone
• Proven ability to manage competing priorities, work independently, and meet deadlines consistently
• High attention to detail; strong documentation and follow-through habits
• Tech proficiency: Microsoft 365 (Outlook, Teams, Word, Excel) and/or Google Workspace (Gmail, Calendar, Docs, Sheets); comfort learning new tools quickly

• Experience supporting US-based executives or global teams
• Familiarity with tools such as Zoom, Slack, Asana, Trello, Monday.com, Notion, or similar
• Prior experience creating executive briefs, meeting decks, or light presentation support (PowerPoint/Slides)
• Background in professional services, consulting, AEC, or fast-paced environments

• Primary hours: overlap with US Eastern Time (ET) for scheduling, meetings, and responsiveness
• Some early/late flexibility may be required depending on executive needs

• Remote Position (Philippines)