Executive Assistant to the CEO

  • Makati City, Metro Manila, Philippines
  • Administrative
  • Full-Time
  • On-Site
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Job Description:

Role Overview

We are seeking a proactive Executive Assistant to support our CEO and ensure smooth day-to-day operations at our growing veterinary tech startup. This role goes beyond standard admin work you will be the right-hand person to the CEO, handling everything from coordinating engineering team meetings to managing financial admin tasks, and even assisting with travel and driving so the CEO can remain productive on the road. If you are highly organized, tech-savvy, and comfortable wearing many hats (including a drivers cap), this opportunity lets you make a real impact by enabling our CEO to focus on strategic priorities. Youll work closely with teams across the company (Engineering, Design, Finance, Sales/Customer Success) to keep projects on track and information flowing seamlessly.

Key Responsibilities

  • Calendar & Meeting Management: Own the CEOs schedule and calendar. Coordinate key meetings such as weekly engineering sprint reviews and demos, ensuring the CEOs participation and preparedness. Schedule and facilitate check-ins with the Scrum Master to monitor engineering performance and velocity, and follow up on action items.
  • Team Coordination: Act as a liaison between the CEO and various teams. For example, gather updates from Engineering on project progress and from Design teams on brand/UI-UX initiatives. Organize design review sessions with the Brand Designer and UI/UX Designer, document the CEOs feedback, and track implementation of changes.
  • Administrative Support: Handle a wide range of administrative tasks to offload the CEO. This includes managing employee reimbursements, overseeing the petty cash & revolving fund for small expenses, and ensuring timely processing of expense reports. Youll also filter communications (emails, Slack messages) and prioritize requests requiring the CEOs attention.
  • Reporting & Documentation: Work with the Finance team to collect and consolidate weekly or bi-monthly reports on cash flow, budgets, and other key metrics. Summarize these reports for the CEO, highlighting important insights or variances. Maintain organized documentation of company reports, meeting notes, and project updates in Google Drive or other systems for easy reference.
  • Tools & Technology: Leverage various productivity tools to streamline work. You will use Slack for internal communications and announcements, Google Workspace (Gmail, Calendar, Docs, Sheets) for correspondence and documentation, and Excel for tracking budgets or project plans. Use HubSpot CRM to pull reports on sales and customer success activities, helping the CEO monitor team performance and customer follow-ups. Additionally, utilize Canva or similar tools to assist in creating presentation decks or simple graphics for company updates as needed.
  • Travel & Logistics: Manage all travel logistics for the CEO. This includes booking flights/accommodations and preparing itineraries for business trips. A unique aspect of this role is serving as a personal driver when needed you should be ready to literally take the wheel for the CEO. Drive the CEO to off-site meetings, events, or investor roadshows, ensuring safe and efficient travel while enabling the CEO to work during transit. You will also accompany the CEO on local and occasional international trips, handling on-the-go arrangements so the CEO can focus on work.
  • Executive Support & Special Projects: Serve as a true partner to the CEO in daily operations. Anticipate needs and independently handle tasks such as drafting emails, preparing meeting agendas, conducting basic research, or following up with department heads on strategic initiatives. Help drive the execution of the CEOs directives by monitoring progress on various projects (from engineering deliverables to sales targets) and sending gentle reminders to stakeholders when deadlines approach. In all dealings, represent the office of the CEO professionally and maintain utmost confidentiality.

Qualifications & Requirements

  • Education & Experience: Bachelors degree in Business, Management, Communications or a related field is preferred. Proven experience (3+ years) in an Executive Assistant, Operations Coordinator, or similar role, ideally in a fast-paced startup or tech environment. Past exposure to working with senior executives (C-level support) is a big plus.
  • Technical Proficiency: Tech-savvy with hands-on experience in the tools we use. Proficiency in Slack for team communication and Google Workspace for email, calendaring, and document preparation is required. Strong Excelskills for handling data and reports are important. Familiarity with Canva (or other basic design/media tools) to assist in creating visuals is a plus. Experience with QuickBooks (for basic accounting/expense tracking), ERP systems, or HRIS platforms like Sprout Solutions will help you hit the ground running. Experience using CRM software (HubSpot) for tracking sales or customer data is highly advantageous.
  • Organizational Skills: Exceptional organizational and multitasking abilities. You can juggle scheduling meetings, managing files, and handling urgent requests calmly and efficiently. A keen eye for detail is essential, especially when dealing with financial records, travel plans, or meeting notes nothing slips through the cracks on your watch.
  • Communication & Interpersonal Skills: Excellent written and verbal communication skills. You can draft polished emails and status updates on behalf of the CEO. Comfortable interacting with all levels of the organization from engineers and designers to clients and board members you present information clearly and handle interactions with tact and professionalism. Fluent in English; ability to speak Filipino is a bonus (given our Philippine operations).
  • Independent & Trustworthy: A self-starter who can operate with minimal guidance, anticipate needs, and take initiative to solve problems. You handle sensitive information with discretion and have a track record of being trustworthy and reliable. The CEO must be able to count on you to represent them well and maintain confidentiality at all times.
  • Driving & Travel Availability: Valid drivers license and a clean driving record are required. Willingness to travel regularly, whether driving to local meetings or flying to other cities, is a must. You should be comfortable accompanying the CEO on car rides for a few hours and on multi-day business trips. (Any necessary travel expenses will be covered.)
  • Adaptability & Work Ethic: Flexible and adaptable to changing priorities and hours. Startup life can be unpredictable you might occasionally handle an urgent evening call or a weekend event. Were looking for someone with a no task too small attitude and a strong work ethic to keep up with our dynamic, evolving environment.
  • Passion & Culture Fit: Genuine interest in our companys mission in the veterinary/pet health sector. You care about what were building at Pawdel and are excited to contribute to a team that loves pets and tech. A positive attitude, curiosity to learn, and the ability to thrive in a collaborative, diverse team will make you a great fit for our company culture.

Perks & Benefits

At Pawdel, we believe in taking care of our team members holistically. Compensation includes a competitive salary and benefits that ensure both convenience and wellbeing. Through Sprout Solutions, youll have a self-service HR portal for easy leave filing, viewing payslips, and even instant salary advances via ReadyCash when needed. We offer wellness perks like free meditation and yoga classes, 1-on-1 mental health counseling sessions, and continuous learning webinars to support your work-life balance.

On top of that, youll enjoy company-paid HMO health coverage to keep you and your family secure, and a flexible hybrid work model (mix of in-office and remote) once youre up to speed. Our offices are designed for your comfort youll have access to KMC Solutions co-working spaces in 20+ locations nationwide, complete with modern amenities like meeting rooms, high-speed internet, unlimited coffee, private nursing rooms, nap pods, and showers. (Our upcoming new headquarters at One Ayala East Tower sits atop a major transport hub, making your commute a breeze.)

We are invested in your professional growth: Pawdel sponsors specialized courses and workshops for our employees recent team members have attended UI/UX design courses, leadership development programs, and advanced brand management trainings with full support from the company. By joining us, youre not only taking on a job youre embarking on an irresistible career journey with a passionate team, adorable pet-centric projects, and the opportunity of a lifetime to unleash your potential.

If youre ready to drive our success (literally and figuratively) and keep our CEO operating at top speed, wed love to hear from you. Come join Pawdel and help us make a real impact in the pet health and veterinary industry!