Executive Assistant & Corporate Secretary

Location: Remote (Philippines)

Position Purpose

The Executive Assistant & Corporate Secretary provides administrative, governance and coordination support to the CEOs and Board of Directors.

The role is responsible for ensuring key company deadlines, Board actions, reporting requirements and administrative tasks are completed accurately and on time. The position also provides executive support to the CEOs, helping improve organisation, communication and follow-through across the business.

1. Executive Support

• Manage CEO calendars and meeting schedules
• Coordinate internal and external meetings
• Arrange travel bookings and itineraries
• Assist with preparation of presentations and reports
• Maintain CEO action lists and follow up on outstanding items
• Assist with internal communications and company announcements

1. Board & Shareholder Administration

• Coordinate Board meetings and schedules
• Prepare and distribute Board packs and meeting documentation
• Track completion of Board actions and resolutions
• Assist with Entity and shareholder communications
• Support dividend administration and related paperwork
• Maintain company records and corporate documentation

1. Administration & Coordination

• Follow up with managers regarding reporting deadlines and deliver reports to CEO’s
• Maintain registers for contracts, insurance and key company documents
• Coordinate document signing and approvals
• Support preparation of annual plans, budgets and Board reports
• Organise company events, workshops and leadership meetings
• Assist with project coordination and follow-up activities

1. Compliance & Corporate Support

• Maintain records for company entities and registrations
• Monitor renewal dates and key compliance deadlines
• Assist with insurance renewals and company filings
• Liaise with external advisors including accountants, lawyers and auditors when required
• Ensure important company documentation is filed and accessible

1. Project & Action Tracking

• Maintain company action registers
• Follow up on agreed actions from management and Board meetings
• Escalate overdue items to the CEOs where appropriate
• Assist with tracking key business projects and initiatives

• Board packs distributed on time
• Board actions tracked and updated accurately
• Management reports received by agreed deadlines
• Company records maintained accurately
• Compliance deadlines met
• CEO calendars and travel arrangements managed effectively
• Action registers maintained and followed up regularly
• Positive feedback from CEOs and management team

Skills & Experience

Required:

• Previous experience as an Executive Assistant, Virtual Assistant, Project Coordinator or Administrative Assistant
• Strong organisational and time management skills
• Excellent written and verbal English communication
• High attention to detail
• Strong Microsoft Office skills
• Ability to work independently and manage multiple priorities

Preferred:

• Experience supporting senior executives or company owners
• Experience preparing meeting minutes and reports
• Experience coordinating projects or company administration
• Familiarity with Board or governance processes

• Highly organised
• Proactive and reliable
• Professional and confidential
• Strong attention to detail
• Comfortable following up with managers and stakeholders
• Able to work with minimal supervision

Success in the Role

Success will be demonstrated through improved organisation, timely completion of key company tasks, effective coordination of Board and management activities, and a reduction in administrative workload for the CEOs.