Executive & Project Management Assistant

We’re seeking a highly organized and proactive Executive & Project Management Assistant to provide end-to-end support across executive needs, project management, and operational coordination. This role requires someone who thrives in a fast-paced environment, can juggle multiple priorities, and brings both executive assistant polish and project management discipline. This is a remote role and requires availability during U.S. hours. Salary Range: PHP 65,000 - 85,000 per month Note: Rate/Salary will depend on your current competencies matched to the position’s job description and requirements based on the assessment results. Benefits: • Work Set-up: Permanent Work From Home • Bonuses: ◦ Attendance Bonus of $ 25 for every monthly perfect attendance ◦ Performance Bonus ◦ Anniversary Bonus of PHP 5,000 for your 1st year in service and PHP 10,000 for 2 to 3 years in service • Referral Bonus of $ 300 for every successful referral • Holiday Paid Time Off (PTO) for 7 days in a year • Paid Time Offs (PTO) for 6 days in a year • Healthcare Plan Key Responsibilities Executive & Personal Support • Manage calendars, appointments, and scheduling with proactive conflict resolution • Handle personal errands, research vendors/services, and coordinate lifestyle needs • Screen and manage communications (email, Slack, phone), ensuring timely responses • Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes Travel & Logistics Management • Anticipate all travel needs, including accommodations, meals, and personal care • Build comprehensive itineraries with contingency planning • Coordinate amenities, vendors, and local arrangements Project & Task Management • Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables • Manage daily agendas, meeting prep, and top-of-day reminders for executives • Track backend project progress across multiple clients/accounts • Support reporting and data entry into project boards and dashboards • Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates Communication & Coordination • Act as liaison between executives, internal teams, and external partners • Provide regular updates, ask clarifying questions, and ensure smooth handoffs • Create one-pagers, meeting dossiers, and weekly reporting summaries Must-Have Qualifications • 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred) • Proven ability to manage multiple stakeholders, priorities, and deadlines • Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets • Excellent organizational skills with strong follow-through and attention to detail • Strong communication skills (written & verbal) across all organizational levels • Comfortable facilitating live calls and documenting action items in real-time • Ability to work US hours Nice-to-Haves • Experience in marketing, creative agency, or tech/startup environments • Familiarity with CRM systems, AI tools (e.g., ChatGPT), and project documentation best practices • Exposure to compliance, vendor coordination, or light client communications • Strong time management skills and ability to adapt quickly to changing needs Growth Opportunities • Take ownership of client/vendor communications as trust is established • Expand into higher-level executive support for leadership, including advanced scheduling, document prep, and project coordination • Grow into a key operations partner helping improve processes and efficiency If you’re ready to combine your project management expertise with executive-level support, we’d love to have you as a key partner in our success. Apply now! Originally posted on Himalayas