Executive Assistant - PLT

About Catena:

At Catena, we redefine overseas hiring by cultivating Filipino talent. Our rigorous qualification program and exclusive upskilling opportunities pave the way for our candidates' prosperous future at no cost. We scout the brightest individuals, equip them with superior skills, and connect them with high-profile roles. Join us as a driven, ambitious individual and work directly with executives, evolving as their indispensable partners. Are you ready for this transformative challenge?

About the job:

Role: Executive Assistant
Work schedule: Full Time | 40 hours per week | Monday to Friday | 9:00 AM - 5:00 PM / 10:00 AM - 6:00 PM Eastern Standard Time
Salary Range: US$ 1,300.00 -1,500.00 per month (Dependent with the skills and experience)

The company is a toolkit for increasing profitability for Shopify stores. As an Exectuive Assistant of the Co-Founder, the role plays a crucial part in providing high-level administrative and organizational support. This position requires exceptional organizational skills, discretion, and the ability to handle confidential information effectively. This role will act as a key point of contact between the executive(s) and internal/external stakeholders, ensuring efficient communication and smooth operations.

Key Responsibilities:

As an Executive Assistant, your daily tasks will encompass a diverse range of responsibilities, including but not limited to:

• Calendar Management: Maintain and manage the executive's calendar, scheduling appointments, meetings, and travel arrangements. Coordinate and prioritize meetings and events to optimize the executive's time. Ensure that the executive is well-prepared for all scheduled commitments.
• Customer Support: Provide excellent customer support, addressing inquiries and resolving issues promptly.
• Communication Management: Handles incoming calls, emails, and correspondence on behalf of the executive. Draft, proofread, and edit documents, reports, and presentations as needed. Manage and organize electronic files, ensuring quick retrieval.
• Travel Arrangements: Plan and coordinate travel, accommodations, and itineraries.
• Administrative Support: Perform general administrative tasks such as filing, data entry, and record-keeping. Prepare and maintain organizational charts, reports, and spreadsheets. Assist with special projects and research assignments as required.
• Project Management: Assist in the planning and execution of projects, ensuring timely completion.
• Process Improvement: Identify areas for improvement and share suggestions and ideas to streamline operations.
• Meeting and Event Coordination: Arrange and coordinate meetings, conferences, and events. Prepare meeting agendas, materials, and follow-up on action items.
• Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion. Maintain confidentiality of executive-level discussions and decisions.
• Stakeholder Liaison: Act as a primary point of contact for internal and external stakeholders. Facilitate communication between the executive and team members, clients, partners, and vendors.
• Time Management: Help the executive prioritize tasks and manage their time effectively. Anticipate potential scheduling conflicts and proactively address them.
• Problem Solving: Identify and resolve administrative issues and challenges. Propose solutions and streamline processes to enhance efficiency.
• Personal Assistance: Provide personal support to the executive(s) when required, such as handling personal appointments, shopping, and other personal tasks.
• Miscellaneous Tasks: Perform other duties and responsibilities as assigned by the executive(s).

Requirements

• At least a minimum of 2 years of relevant experience in the role.
• Self-Starter: While ample support and mentoring will be provided, we seek someone who can take initiative and be proactive.
• Mission Motivated: A deep sense of excitement and motivation for the longevity of the role.
• Long-term Commitment: A desire to grow with the client over the long term and continuously expand knowledge and expertise.
• Attention to Detail: Being detail-oriented and meticulous in all aspects of work is crucial to ensure accuracy and efficiency.
• English Proficiency: Excellent command of the English language, both written and verbal.
• Curiosity and Inquisitiveness: A willingness to ask questions and learn in a dynamic environment.
• Excited and Mission Motivated: Eager to contribute to our client’s mission in longevity and growth.
• Tools: MS Office, Google Workspace, Asana, Slack, Dropbox, and Notion.