Executive Assistant

What Success Looks Like

The Executive Virtual Assistant plays a crucial role in helping the CEO and the team stay organized and efficient. This role includes managing schedules, assisting with HR tasks, following up on sales leads, handling member inquiries, and coordinating webinars. We're looking for someone who is highly organized, proactive, and capable of managing a variety of tasks. This position is ideal for someone who enjoys supporting a team and ensuring everything runs smoothly.

The Executive Virtual Assistant will carry out the following responsibilities:

Diary & Calendar Management:

• Schedule and prioritize meetings, travel, and appointments for the CEO.
• Prepare agendas, ensure all participants are informed, and follow up on deadlines.
• Coordinate with teams to organize cross-functional meetings and ensure time is allocated for focused work and personal commitments.

HR Administration:

• Assist with employee onboarding and offboarding, including scheduling orientations and exit interviews.
• Maintain confidential employee records and update HR compliance policies.
• Track employee milestones (e.g., birthdays, anniversaries)
• Assist with Employee Visa preparation
• Maintaining Dubai and Canada health insurance processes.
• Be a proactive resource for employee questions and support.
• Always available to support others, proactively offering help and solutions as needed.

Sales Support:

• Follow up with leads and clients, updating CRM and sales reports.
• Schedule meetings and assist with proposal and quote preparation.
• Monitor sales pipeline and ensure timely follow-ups with clients.

Sales Decks & Presentations:

• Build engaging slides using Pitch and Canva.
• Collaborate with marketing and customize presentations based on client needs.
• Organize and store presentation materials for easy access.

Member Support:

• Respond to member inquiries and tickets, troubleshooting basic issues.
• Help with onboarding, offboarding, and resolving technical issues.
• Maintain FAQs and track member satisfaction.
• Coordinate campaigns and follow up with participants.
• Provide product and service information to members when requested.

Webinar Coordination:

• Schedule, manage, and test webinar platforms.
• Coordinate with speakers and manage invitations and attendee registration.
• Collect feedback post-webinar and handle follow-up communications.
• Assist with webinar registration and attendees management.
• Test webinar software and equipment to ensure smooth delivery.

Email Management:

• Organize and prioritize the CEO’s email inbox, responding or forwarding as needed.
• Flag important or urgent emails and ensure timely follow-ups.

Other Administrative Support:

• Assist with travel arrangements, expense tracking, and meeting minutes.
• Monitor and report on KPIs and metrics.
• Assist with social media scheduling (LinkedIn & Podcast).
• Provide daily updates (SOD & EOD) to CEO to ensure alignment on key tasks.

What You Bring

• 3+ years of proven work experience as an Executive Assistant supporting executives in a multinational environment
• Proficient in Notion (or other similar PM tools), Pipedrive, DocuSign, Xero Expenses, and Google Workspace (Docs, Sheets, Calendar).
• Strong presentation creation skills using Pitch and Canva, with great attention to details
• Strong organizational skills and attention to detail, with the ability to manage competing priorities effectively
• Proactive communication style, ensuring clarity and efficiency in all interactions.
• Open and approachable, always available to support team members and clients.
• Highly detail-oriented with the ability to stay organized while managing multiple tasks.
• Optimistic, warm personality with a good sense of humor, creating a positive and supportive environment.
• Highly organized with a strong personality and the ability to take initiative and get things done.

Why You’ll Love Working Here

At Amped HQ, we put people first. Built on growth, innovation, and teamwork, we give our team members the space to do their best work, the support to thrive, and the recognition they deserve. With a collaborative culture and a commitment to personal and professional development, you’ll be part of a company that truly cares about your success and well-being.

Here’s what you can look forward to:

• Permanent work-from-home setup – Enjoy flexibility and comfort while staying productive.
• Complete WFH equipment provided – We make sure you have everything you need to excel.
• Comprehensive HMO coverage – Health insurance starting your very first month.
• Full government-mandated benefits – Includes SSS, Pag-IBIG, PhilHealth, and 13th month pay.
• Competitive salary package – Earn what you deserve for the value you bring.
• Clear career growth opportunities – Continuous learning and well-defined pathways for advancement.
• Supportive international team – Collaborate with passionate, high-performing professionals across the globe.
• Health and wellness culture – We actively promote your well-being through initiatives and support, including up to 10,000 per year each for gym and education support.
• Direct access to senior management – Make an impact and have your voice heard.
• Focus on personal development – Grow your skills and explore areas that excite you.
• Annual performance appraisals – Transparent reviews that celebrate achievements and guide growth.
• Monthly gratitude events with potential incentives – Celebrate wins, milestones, and the people behind them.
• Generous leave benefits – Includes vacation, sick, mental health, and birthday leaves for real work-life balance.

Join us at Amped HQ and be part of a team that values your growth, celebrates your achievements, and supports you every step of the way. Together, we’ll achieve more and have fun doing it! Apply now to meet our talent acquisition team!