Executive and Personal Assistant (HIGH-LEVEL BUSINESS) – IK

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?

Position : Executive and Personal Assistant

Working Hours : 9:00AM-5:00PM Eastern US Time Zone Eastern (must be willing to work during weekends or outside work schedule IF needed!)

Salary Range : 1200-1500 USD (depending on skills and industry)

Holiday : US major holidays; open for PH holidays; to be confirmed

About the job:

We are seeking a highly knowledgeable, passionate, and committed Executive and Personal Assistant to perform Administrative, Personal, and Entrepreneurial/Business Operations related tasks. The ideal candidate will play a crucial role in supporting the efficient functioning of the executive you are assigned to, both professionally and personally. This multifaceted position demands a proactive and organized individual capable of handling diverse responsibilities with discretion, tact, and precision. The successful candidate will seamlessly balance administrative tasks, communication management, and personal assistance to ensure the executive’s productivity and well-being.

Basically, we are looking for someone who is:

COLLABORATIVE to be able to provide support with the whole team;

a GREAT COMMUNICATOR both verbal and written with an almost NATIVE ENGLISH SPEAKING accent; and

VERY KNOWLEDGEABLE when it comes to the HIGH BUSINESS industry.

Duties and Responsibilities:

Business Support:

1. Project Management:

  • Assist in managing the project dashboard and execute tasks across the organization.
  • Send follow-up emails to leads and partners, maintaining effective communication.

2. Ad Hoc Support:

  • Provide ad hoc support to the team, ensuring seamless operations.

Investment Club Management:

1. Membership Engagement:

  • Work closely with members to attract and onboard new participants.
  • Draft personalized emails to investor members based on their knowledge and interests.

2. Networking and Introductions:

  • Facilitate introductions between club members.
  • Create and send onboarding emails to new members.

3. Standard Operating Procedures (SOPs):

  • Develop and maintain SOPs for the Investment Club’s operations.

4. Meeting Notes:

  • Transcribe voice dictations into meeting notes.
  • Utilize dictation tools like Asana and Monty’s recommendations for efficient note submissions.

5. CRM Management:

  • Handle CRM tasks on HubSpot, including information submission, suggestion research, and tracking conversations.
  • Manage leads in both the Investment Club CRM and personal CRM.

Travel Coordination:

1. Flight Management:

  • Organize both personal and business flights, mastering various point systems.
  • Find optimal flight options for any given trip.

Personal Life Support:

1. Grocery and Meal Prep:

  • Conduct grocery shopping and meal preparation, including salad prep.
  • Utilize online shopping platforms beyond Amazon as needed.

2. Amazon Orders:

  • Manage and place orders on Amazon for personal and professional needs.

3. Restaurant Reservations:

  • Stay informed about up-and-coming restaurants.
  • Book reservations at desired restaurants.

Expectations for Week 1:

1. Shadowing and Team Integration:

  • Shadow the executive (IK) and become acquainted with the team dynamics.

2. CRM Mastery:

  • Quickly grasp HubSpot navigation and understand how to build and manage CRM functionalities.

Requirements

  • At least 5+ years of relevant working experience
  • English major or equivalent with impeccable written language skills and a diverse vocabulary.
  • Demonstrated excellence in project management and execution (99%+ proficiency).
  • Exceptional memory, pattern recognition, and a keen curiosity with a penchant for asking insightful questions.
  • Ability to efficiently manage up to 15 priorities simultaneously, showcasing adaptability and flexibility.
  • Strategic thinker with a calm demeanor, capable of introducing innovative approaches to streamline tasks.
  • Proven experience in executive assistance and project management.
  • Exceptional organizational and communication skills.
  • Familiarity with CRM systems, particularly HubSpot.
  • Ability to adapt and multitask efficiently in a dynamic work environment.
  • High level of discretion and confidentiality in handling sensitive information.
  • The ideal candidate will be a proactive and detail-oriented professional capable of seamlessly managing both business and personal responsibilities.
  • Exceptional attention to detail, organizational, and multitasking skills
  • Proactive, concise, and with a growth mindset
  • International customer/client handling experience
  • Reliable, punctual, and available especially as this is a remote job

Tools, Software’s, and Applications:

  • MS Office
  • Google Workspace
  • Slack
  • CRM tools
  • Communication Tools

Benefits

Training and Development:

  • Two-week shadowing period to understand company dynamics.
  • Comprehensive CRM training, including building, shadowing, executing, and continuous improvement.
  • Behavioral insights gained through team introductions and meetings.
  • Month 1 goal: Achieve excellence in responsibilities and contribute to process improvement.
  • In-depth exposure to emails, calendars, and VPN research and execution.
  • Long-term remote position with up to 7 years’ commitment.
  • Internal company development, ongoing training, and growth opportunities.

Growth Path:

  • Mentorship opportunities for professional development.
  • Promotion depends on ambition, motivation, and passion aligned with career goals.
  • Various channels available for career advancement based on individual aspirations.

Benefits:

  • Fully remote work arrangement.
  • Long-term job security.
  • Internal development programs and continuous training.

If you are an EXPERIENCED, PASSIONATE, ALL-ROUNDER, AND ADAPTABLE executive and personal assistant WITH AN ALMOST NATIVE ENGLISH COMMUNICATION SKILL, apply now and let’s grow together!