Executive Assistant (NZ Experience) at D2B

About this role

Position : Executive Assistant Salary : PHP 75,000 - 100,000 Working Hours & Conditions : Aligned with NZ hours; full-time (remote) OVERVIEW : This is a high-agency Executive Assistant to provide direct support to the client across a growing property services group. The role is designed to create structure, reduce bottlenecks, and help evolve a fast-growing, founder-led business into a more organised, scalable operation. This person will act as the client’s operational right hand — bringing order to inboxes, calendars, follow-ups, reporting, and meetings — while also providing broader administrative and digital support across the business. :
Executive Support

Manage the client's inbox — triage, filing, prioritization, and draft replies
Create structure in the client's calendar: time blocking, meeting coordination, scheduling discipline
Help plan the client's day and week so priorities are proactively managed, not reactively handled
Ensure important tasks, commitments, and follow-ups are captured and progressed
Assist with travel, bookings, and general executive administration as required

Task Sweeping and Follow-Through

Own open items the client initiates and drive them through to completion
Pick up tasks after meetings or conversations and convert them into actions
Chase internal inputs required to progress or complete work
Prepare documents, letters, and reports using business data and internal systems
Reduce multi-step, fragmented workflows by helping drive one-touch completion where possible

Meeting and Leadership Support

Coordinate recurring one-on-ones and leadership meetings
Prepare agendas, templates, and discussion prompts in advance
Capture meeting outputs, minutes, and action items
Track ownership and progress of agreed actions
Help establish a more disciplined meeting rhythm across the leadership team

Administrative and Operational Support

Produce standardized letters and business documentation
Pull reports from internal systems and prepare them in a usable format
Support ad hoc business administration: team coordination, internal documents, project assistance
Assist with client reporting and formatting of recurring outputs
Help improve consistency and structure in internal processes

Digital and Light Marketing Support

Update website content in Squarespace
Assist with LinkedIn post drafting and scheduling
Help prepare proposals, property management agreements, and presentation materials
Use AI tools to improve speed and quality of output where appropriate

Requirements QUALIFICATIONS :
Essential

Proven experience as an Executive Assistant, Operations Coordinator, Senior Administrator, or similar
Strong inbox and calendar management capability
Excellent written communication and document preparation skills
Strong follow-up discipline and task management ability
Experience working with senior leaders or founders
High proficiency in: Microsoft Outlook, SharePoint, Microsoft 365, Xero, and general business reporting/admin systems
Excellent spoken and written English — the role involves regular verbal communication, voice notes, and real-time interaction with the client
Strong presentation formatting and templating skills — able to produce polished, consistent documents, reports, and slide decks

Preferred

Experience with MyHR and/or property management systems such as OPM
Familiarity with Squarespace and LinkedIn
Background in a property, facilities, or service-based business
Strong AI literacy — comfortable using tools such as ChatGPT to improve workflows

WHAT SUCCESS LOOKS LIKE :
The client's inbox is organized and under control
His calendar has structure and protected focus time
Meetings produce clear outputs and defined follow-up
Administrative work is completed faster and with less friction
Business tasks are consistently progressed without the client driving every detail
The role creates enough leverage that the client can focus on leadership, growth, and higher-value decisions
WORKING STYLE :
Likes bringing structure to messy, fast-moving environments
Has initiative and the backbone to follow through without prompting
Can work across executive support, administration, and project coordination simultaneously
Enjoys being a force multiplier for a busy business owner
Is comfortable improving systems while also handling day-to-day execution
Is open to taking on similar admin and operational support tasks across the wider business over time, as the role evolves
Originally posted on Himalayas