Senior Executive Assistant - Philippines - HNM Systems

Paglalarawan

Executive Assistant Job Description

*****MUST HAVE QUALIFICATIONS*****

-Direct supported US-based C-Suites for 2+ years

-Inbox triage + email drafting, calendar management, travel booking, data entry, meeting preparation

-Hubspot experience preferred

-Must be fluent, professional English language speaker

About the Company

HNM Systems is the leading tech-enabled professional services provider, shaping the workforce across the telecom, energy, and technology sectors. We connect top specialized talent with direct hire, contract-to-hire, and consulting opportunities that drive fiber expansion, digital infrastructure, wireless networks, and smart grid energy solutions. Our innovative approach delivers high-impact workforce development and consulting outcomes, with a 94% success rate in talent placement and project execution. Relentlessly people-driven, HNM Systems sets the industry standard through an unwavering commitment to exceptional employee experience—establishing a trusted "home base" for our consultants and long-term value for our clients.

About the Role

The Executive Assistant would act as a trusted extension of the CEO and President, acting as the central point of coordination for executive time, priorities, and administrative execution. This role exists to reduce friction, prevent overload, and create clarity so leadership can focus on strategic decision-making and high-impact work. Using AI responsibly to streamline scheduling, communication, documentation and follow up, EA will free up executive time while maintaining high touch, exceptional judgement and discretion. The Executive Assistant operates with foresight, discretion, and authority—anticipating needs, managing priorities, and ensuring executive operations run smoothly across professional and personal responsibilities.

Responsibilities

Executive & Calendar Management

• Manage complex, dynamic calendars for the CEO and President with authority and discretion
• Schedule, reschedule, prioritize, and protect executive time in alignment with business priorities
• Confirm meeting logistics, attendees, time zones, and materials
• Prepare daily administrative summaries, agendas, and reminders
• Ensure executives are fully prepared for meetings and commitments

Anticipation & Follow-Through

• Use AI tools to summarize meetings, track action items, follow-ups, deadlines, and open loops from meetings and communications
• Proactively identify conflicts, risks, or gaps and resolve them before escalation
• Anticipate executive needs and prepare materials, reminders, or coordination in advance

Communication & Gatekeeping

• Draft, review, and manage executive email correspondence as directed
• Serve as the primary point of contact for scheduling and administrative requests
• Coordinate meetings with internal teams and external stakeholders
• Exercise sound judgment in triaging requests and protecting executive focus

Administrative & Personal Support

• Coordinate travel logistics, appointments, and reminders as needed
• Support sales operations administratively by preparing agendas for sales meetings, running recurring reports, maintaining accurate CRM data for leadership review
• Support People operations administratively by scheduling and coordinating company events, preparing agendas, running reports, equipment procurement and assisting with company travel bookings.
• Support personal administrative items with discretion and professionalism
• Maintain organized calendars, records, and documentation
• Handle sensitive information with absolute confidentiality

Systems & Process Improvement

• Identify opportunities to use AI or automation to streamline recurring administrative tasks
• Assist in creating templates, checklists, and documentation using AI-supported tools
• Continuously evaluate administrative workflows for efficiency, accuracy, and scalability

Projects & Events

• Support special projects and ad-hoc executive initiatives
• Coordinate company meetings, leadership sessions, and events as needed
• Perform other related duties as assigned

Success Indicators

• Executive calendars are accurate, prioritized, and conflict-free
• Meetings are prepared, productive, and well-coordinated
• No action items or commitments fall through the cracks
• Executives experience reduced administrative burden and fewer last-minute issues
• Administrative systems operate consistently and reliably

Qualifications

• Proven experience as an Executive Assistant or Senior Administrative Assistant
• Experience supporting senior executives (CEO, President, Founder, or equivalent)
• Exceptional organizational and time-management skills
• Strong written and verbal English communication skills
• High level of discretion, professionalism, and reliability
• Ability to work independently and manage competing priorities in a remote environment

Required Skills

• Executive-level calendar and priority management
• Critical thinking and proactive problem-solving
• Strong communication and stakeholder coordination
• Attention to detail with the ability to anticipate needs
• Comfort working independently while staying connected via Teams and other collaboration tools
• Adherence to company policies and procedures

Pay range and compensation package

Remote (Philippines) - Required to work 5pm-1am PHT M-F

Hourly Subcontract role working directly for HNM Systems Inc. (no benefits)

$12/hr + based on experience