Executive Assistant

About Us

Kayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter.

Role Overview

This is not a traditional Executive Assistant role.

You’ll serve as a strategic partner to leadership—operating at the center of day-to-day execution. Your focus will be to bring structure, clarity, and momentum to a fast-moving environment by managing workflows, aligning teams, and ensuring priorities translate into action.

If you thrive in high-responsibility roles where you’re trusted to own outcomes (not just tasks), this role is built for you.

What You’ll Own

• Manage complex, multi-stakeholder calendars with precision
• Coordinate across time zones while prioritizing based on business impact
• Ensure leaders are prepared, aligned, and operating efficiently day-to-day

• Own logistics and coordination for leadership and board-level meetings
• Support structured rhythms (e.g., leadership syncs, strategic reviews)
• Capture decisions, track action items, and ensure accountability

• Prepare agendas, materials, and pre-reads
• Document outcomes clearly and concisely
• Drive follow-ups and ensure commitments are completed

• Plan and execute internal events and leadership offsites end-to-end
• Handle logistics, vendors, schedules, and attendee coordination
• Ensure events run smoothly from planning through execution

• Coordinate recurring reporting cycles (e.g., finance, operations updates)
• Consolidate inputs and maintain organized tracking systems
• Ensure deadlines are met and outputs are accurate

• Manage expense tracking, submissions, and reconciliation
• Coordinate with vendors and internal finance teams
• Maintain accuracy and timeliness across all financial workflows

• Handle detailed travel planning (flights, accommodations, itineraries)
• Align travel with leadership schedules
• Manage high-touch logistics, including charter coordination when needed

• Support remote team alignment and onboarding readiness
• Facilitate regular check-ins and communication flow
• Act as a central point of coordination and escalation

• Work across teams to ensure priorities move forward
• Identify gaps, remove blockers, and keep execution on track
• Maintain visibility across multiple parallel initiatives

• Build and refine SOPs and internal documentation
• Improve workflows for scalability and clarity
• Support operational consistency across the organization

• Coordinate company updates and internal communications
• Gather inputs, align stakeholders, and manage distribution

• 3+ years supporting senior leaders or multiple stakeholders
• Proven ability to manage complex schedules and overlapping workflows
• Strong written communication with a focus on clarity and follow-through
• Highly organized with strong attention to detail
• Able to track multiple threads and consistently close loops