Philippines onlyJOB OVERVIEW
We are seeking a highly organized and detail-oriented Admin Assistant to support multiple stakeholders across scheduling, back-end operations, client coordination, and administrative functions. Working within the EOS (Entrepreneurial Operating System) framework, this role plays a critical part in maintaining smooth day-to-day operations, ensuring timely client communications, and supporting key business processes. The ideal candidate is proactive, reliable, and comfortable handling diverse administrative responsibilities in a fast-paced environment.
JOB DETAILS
Work set up: Work from Home
Schedule: Monday to Friday | 12:30 AM to 9:30 AM (Manila time)
Holiday: US Holidays
RESPONSIBILITIES
Calendaring Support
- Schedule all client progress meetings based on term cadence
- Schedule additional client meetings as needed based on action items
- Monthly — schedule Tech Best Practices sessions
- Quarterly — schedule State of the Company meeting (include SME)
- Manage and launch Calendly scheduling
Administrative Support
- Perform ad hoc tasks as assigned by stakeholders
- Provide general administrative assistance across teams
Tax Document Support
- Request tax documents from clients
- Locate tax documents when concerns arise
- Save tax documents in the appropriate tax folder
- Update the tax spreadsheet
Email and Calendar Management
- Manage team email inboxes and respond or forward messages as needed
- Manage executive email inboxes
- Schedule meetings
- Update calendars
- Sweep and organize emails
- Communicate with clients
Marketing and Design Support
- Assist with basic graphic design tasks
- Support digital marketing platform activities as needed
Back-end Operations
- Launch all client meeting progress workflows
- Launch client onboarding and offboarding
- Update Advyzon, Asana, and client folders in Box
- Launch client onboarding and offboarding (domains tracking)
- Update spreadsheets and add to domains
- Launch tax projects
- Update TIG
- Communicate with clients to request files
- Communicate with agents to request client policy
- Update TCC
- Update meeting schedules
- Prepare initial necessary documents prior to client meetings
- Generate asset allocation via Advyzon and edit when gray areas arise
Repeated Tasks
- Create next year’s folders and perform cleanup
- Update Net Worth in Advyzon
- Update Ninety Scorecard
Qualifications
- Proven administrative or virtual assistant experience
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- High attention to detail and ability to manage multiple priorities
- Experience with calendar management and email handling
- Familiarity with tools such as Advyzon, Asana, Box, and Calendly is preferred
- Basic graphic design skills and exposure to digital marketing platforms are a plus
- Ability to work independently in a remote environment
- Proactive, dependable, and able to handle ad hoc requests efficiently
