Executive Assistant

About us

Established in 2024, Inversal Distribution trades in consumer products, selling online and to wholesalers. It also serves as the strategic Philippine partner of Inversal Inc., which has both founded and acquired 50+ brands to date.

Job Summary

We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to executives. The ideal candidate will have experience managing Google Calendar, Google Drive, and other cloud-based collaboration tools to ensure seamless scheduling, file organization, and workflow efficiency. This role requires excellent communication skills, attention to detail, and the ability to handle confidential information with discretion.

Job Responsibilities:

1. Calendar & Scheduled Management:

• Manage and maintain the executive’s Google Calendar, ensuring efficient scheduling of meetings, appointments, and travel plans.
• Coordinate with internal teams, external clients, and stakeholders to avoid scheduling conflicts.
• Set up and manage meeting invitations, reminders, recurring events, and agenda notifications.
• Prioritize urgent meetings and ensure the executive is well-prepared with necessary documents.
• Handle last-minute scheduling changes, reschedule conflicts, and manage cancellations professionally.
• Coordinate virtual and in-person meetings using tools like Google Meet, Zoom, and Microsoft Teams.

2. Document & File Organization (Google Drive Management):

• Maintain and organize digital files, reports, and company documents using Google Drive.
• Implement a systematic digital filing structure to allow easy access and retrieval of important files.
• Control file sharing permissions, ensuring confidentiality and data security.
• Assist in creating, formatting, and editing presentations, reports, and business proposals using Google Docs, Sheets, and Slides.
• Regularly update, back up, and manage company records and legal documents.

3. Administrative & Operational Support:

• Serve as the first point of contact for the executive, handling emails, phone calls, and internal/external correspondence.
• Draft, proofread, and edit emails, memos, reports, and presentations on behalf of the executive.
• Prepare meeting agendas, presentations, and discussion notes, ensuring all necessary materials are ready.
• Record and distribute meeting minutes, highlighting action points and deadlines for follow-ups.
• Conduct research, compile reports, and summarize critical information for decision-making.
• Process invoices, expense reports, and budget tracking for executive-related expenses.
• Manage office supplies, vendor coordination, and general administrative duties.

4. Project & Task Coordination:

• Manage and track multiple executive-led projects, tasks, and deadlines using task management tools like Asana, Trello, or ClickUp.
• Monitor progress on key projects and follow up with relevant teams to ensure timely completion.
• Support strategic initiatives by gathering necessary data and assisting in report preparation.
• Coordinate special projects, event planning, and corporate engagements.

5. Travel & Event Management:

• Organize travel arrangements, including flights, accommodations, itineraries, and transportation for business trips.
• Prepare and manage travel expense reports, reimbursements, and per diem requests.
• Handle visa applications, travel insurance, and other necessary documentation for international travel.
• Assist in planning and coordinating corporate events, team-building activities, and executive functions.

6. Communication & Stakeholder Coordination:

• Act as a liaison between the executive and internal departments, clients, vendors, and external stakeholders.
• Ensure timely follow-ups on pending tasks and key decisions, communicating effectively across teams.
• Maintain a high level of professionalism and confidentiality in handling sensitive business matters.
• Draft, proofread, and distribute important announcements, internal memos, and company updates.

7. Technology & Office Management:

• Utilize Google Workspace (Docs, Sheets, Slides, Forms, Gmail, Meet) to support administrative and reporting tasks.
• Troubleshoot basic IT issues related to Google Drive, Calendar, and cloud-based tools.
• Research and implement new digital productivity tools to enhance executive workflow efficiency.
• Ensure the executive has access to updated software, files, and secure communication tools.

8. Performance Tracking & Reporting:

• Monitor and track the executive’s key priorities, goals, and deliverables, ensuring nothing is overlooked.
• Generate periodic reports and performance summaries using Google Sheets and dashboards.
• Support in preparing board meeting presentations, financial reports, and market research.

Qualifications:

Education & Experience:

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• 3–5 years of experience as an Executive Assistant, Administrative Assistant, or Personal Assistant.
• Proven experience in calendar management, scheduling, and digital file organization.
• Background in supporting C-level executives, directors, or senior managers is a plus.
• Experience in handling confidential information with professionalism and discretion.

Technical Skills:

• Proficiency in Google Workspace (Google Calendar, Drive, Docs, Sheets, Slides, Forms, Gmail, and Meet).
• Strong ability to manage and optimize Google Calendar, including scheduling, reminders, and conflict resolution.
• Expertise in organizing and maintaining Google Drive, setting folder permissions, and managing shared documents.
• Familiarity with task management tools (Asana, Trello, Monday.com, or ClickUp) for project coordination.
• Comfortable with virtual meeting tools (Zoom, Google Meet, Microsoft Teams) and tech troubleshooting.
• Experience in creating professional reports, presentations, and executive summaries.

Administrative & Organizational Skills:

• Exceptional time management and ability to multitask effectively in a fast-paced environment.
• Strong attention to detail and ability to ensure accuracy in scheduling, reporting, and document management.
• Experience in handling meeting agendas, minutes, action tracking, and executive correspondence.
• Ability to coordinate travel arrangements, expense reports, and budget tracking.
• Skilled in maintaining internal and external communication with professionalism and clarity.

Communication & Interpersonal Skills:

• Excellent verbal and written communication skills, with a strong command of business correspondence.
• Ability to interact professionally with executives, clients, and internal teams.
• Strong problem-solving skills and ability to handle urgent or unexpected changes with composure.
• High level of confidentiality, integrity, and professionalism in handling sensitive matters.

Soft Skills & Work Approach:

• Proactive and self-motivated, with the ability to anticipate the executive’s needs.
• Adaptable and comfortable working in dynamic and high-pressure environments.
• Strong analytical and decision-making abilities, particularly in prioritizing and problem-solving.
• A team player who can collaborate across different departments and teams.

Preferred Qualifications (Bonus Skills):

• Prior experience in event planning, stakeholder coordination, or corporate communication.
• Background in financial administration, invoice processing, or budget tracking.
• Knowledge of CRM systems (Salesforce, HubSpot) or ERP tools.
• Basic understanding of HR support tasks, including scheduling interviews and onboarding

Work Location: In person

Salary: 30,000 Php(Based on experience, skillset, and overall fit)

About us

Established in 2024, Inversal Distribution trades in consumer products, selling online and to wholesalers. It also serves as the strategic Philippine partner of Inversal Inc., which has both founded and acquired 50+ brands to date.

Job Summary

We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to executives. The ideal candidate will have experience managing Google Calendar, Google Drive, and other cloud-based collaboration tools to ensure seamless scheduling, file organization, and workflow efficiency. This role requires excellent communication skills, attention to detail, and the ability to handle confidential information with discretion.

Job Responsibilities:

1. Calendar & Scheduled Management:

• Manage and maintain the executive’s Google Calendar, ensuring efficient scheduling of meetings, appointments, and travel plans.
• Coordinate with internal teams, external clients, and stakeholders to avoid scheduling conflicts.
• Set up and manage meeting invitations, reminders, recurring events, and agenda notifications.
• Prioritize urgent meetings and ensure the executive is well-prepared with necessary documents.
• Handle last-minute scheduling changes, reschedule conflicts, and manage cancellations professionally.
• Coordinate virtual and in-person meetings using tools like Google Meet, Zoom, and Microsoft Teams.

2. Document & File Organization (Google Drive Management):

• Maintain and organize digital files, reports, and company documents using Google Drive.
• Implement a systematic digital filing structure to allow easy access and retrieval of important files.
• Control file sharing permissions, ensuring confidentiality and data security.
• Assist in creating, formatting, and editing presentations, reports, and business proposals using Google Docs, Sheets, and Slides.
• Regularly update, back up, and manage company records and legal documents.

3. Administrative & Operational Support:

• Serve as the first point of contact for the executive, handling emails, phone calls, and internal/external correspondence.
• Draft, proofread, and edit emails, memos, reports, and presentations on behalf of the executive.
• Prepare meeting agendas, presentations, and discussion notes, ensuring all necessary materials are ready.
• Record and distribute meeting minutes, highlighting action points and deadlines for follow-ups.
• Conduct research, compile reports, and summarize critical information for decision-making.
• Process invoices, expense reports, and budget tracking for executive-related expenses.
• Manage office supplies, vendor coordination, and general administrative duties.

4. Project & Task Coordination:

• Manage and track multiple executive-led projects, tasks, and deadlines using task management tools like Asana, Trello, or ClickUp.
• Monitor progress on key projects and follow up with relevant teams to ensure timely completion.
• Support strategic initiatives by gathering necessary data and assisting in report preparation.
• Coordinate special projects, event planning, and corporate engagements.

5. Travel & Event Management:

• Organize travel arrangements, including flights, accommodations, itineraries, and transportation for business trips.
• Prepare and manage travel expense reports, reimbursements, and per diem requests.
• Handle visa applications, travel insurance, and other necessary documentation for international travel.
• Assist in planning and coordinating corporate events, team-building activities, and executive functions.

6. Communication & Stakeholder Coordination:

• Act as a liaison between the executive and internal departments, clients, vendors, and external stakeholders.
• Ensure timely follow-ups on pending tasks and key decisions, communicating effectively across teams.
• Maintain a high level of professionalism and confidentiality in handling sensitive business matters.
• Draft, proofread, and distribute important announcements, internal memos, and company updates.

7. Technology & Office Management:

• Utilize Google Workspace (Docs, Sheets, Slides, Forms, Gmail, Meet) to support administrative and reporting tasks.
• Troubleshoot basic IT issues related to Google Drive, Calendar, and cloud-based tools.
• Research and implement new digital productivity tools to enhance executive workflow efficiency.
• Ensure the executive has access to updated software, files, and secure communication tools.

8. Performance Tracking & Reporting:

• Monitor and track the executive’s key priorities, goals, and deliverables, ensuring nothing is overlooked.
• Generate periodic reports and performance summaries using Google Sheets and dashboards.
• Support in preparing board meeting presentations, financial reports, and market research.

Qualifications:

Education & Experience:

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• 3–5 years of experience as an Executive Assistant, Administrative Assistant, or Personal Assistant.
• Proven experience in calendar management, scheduling, and digital file organization.
• Background in supporting C-level executives, directors, or senior managers is a plus.
• Experience in handling confidential information with professionalism and discretion.

Technical Skills:

• Proficiency in Google Workspace (Google Calendar, Drive, Docs, Sheets, Slides, Forms, Gmail, and Meet).
• Strong ability to manage and optimize Google Calendar, including scheduling, reminders, and conflict resolution.
• Expertise in organizing and maintaining Google Drive, setting folder permissions, and managing shared documents.
• Familiarity with task management tools (Asana, Trello, Monday.com, or ClickUp) for project coordination.
• Comfortable with virtual meeting tools (Zoom, Google Meet, Microsoft Teams) and tech troubleshooting.
• Experience in creating professional reports, presentations, and executive summaries.

Administrative & Organizational Skills:

• Exceptional time management and ability to multitask effectively in a fast-paced environment.
• Strong attention to detail and ability to ensure accuracy in scheduling, reporting, and document management.
• Experience in handling meeting agendas, minutes, action tracking, and executive correspondence.
• Ability to coordinate travel arrangements, expense reports, and budget tracking.
• Skilled in maintaining internal and external communication with professionalism and clarity.

Communication & Interpersonal Skills:

• Excellent verbal and written communication skills, with a strong command of business correspondence.
• Ability to interact professionally with executives, clients, and internal teams.
• Strong problem-solving skills and ability to handle urgent or unexpected changes with composure.
• High level of confidentiality, integrity, and professionalism in handling sensitive matters.

Soft Skills & Work Approach:

• Proactive and self-motivated, with the ability to anticipate the executive’s needs.
• Adaptable and comfortable working in dynamic and high-pressure environments.
• Strong analytical and decision-making abilities, particularly in prioritizing and problem-solving.
• A team player who can collaborate across different departments and teams.

Preferred Qualifications (Bonus Skills):

• Prior experience in event planning, stakeholder coordination, or corporate communication.
• Background in financial administration, invoice processing, or budget tracking.
• Knowledge of CRM systems (Salesforce, HubSpot) or ERP tools.
• Basic understanding of HR support tasks, including scheduling interviews and onboarding

Work Location: In person

Salary: 30,000 Php(Based on experience, skillset, and overall fit)