Executive Assistant

Role Overview:

The Executive Assistant will serve as the organisational backbone of the interior design team. This role ensures clarity, consistency, and efficiency across operations, projects, and communications. The successful candidate will anticipate needs, streamline workflows, and implement systems that allow the creative team to focus on design and strategy.

Key Responsibilities:

Administrative & Operational Support

• Organise, categorise and maintain inboxes for clarity and efficiency.
• Maintain and coordinate schedules within Google Calendar.
• Audit, restructure and optimise Google Drive and iCloud for streamlined access and usability.
• Track expenses, collate receipts, and assist in monthly bookkeeping.
• Support invoicing and time tracking by handling client invoices, payments and billing records.
• Assist in project coordination by scheduling and tracking tasks and timelines.
• Maintain account and subscription documentation, including passwords and renewal dates.
• Audit and improve office systems, processes, and workflows for scalability and efficiency.

Project & Client Support

• Prepare proposals, contracts, and project documentation.
• Track ongoing client communications and ensure timely follow-ups.
• Support branding consistency and document formatting.
• Create reporting templates for project hours, profitability, and efficiency insights.
• Liaise with bookkeeper/accountant to ensure financial records are accurate and organised.

Systems & Tools Management

• Audit existing workflows and propose improvements.
• Implement and maintain digital organisation systems across iCloud, Google Workspace, and other platforms.
• Maintain secure storage of sensitive information.

Must-Have Qualifications:

• Proven experience in administrative roles, with strong organisational and time management skills.
• Experience with invoicing, billing, and financial accuracy.
• Proficient in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Tasks).
• Strong Mac system literacy (iCloud, file organisation, server management).
• Confident handling of data, with attention to numerical and detail accuracy.
• Experience optimising filing systems and workflows.

Nice-to-Have Qualifications:

• Background in project coordination, operations support, or working with creatives/small businesses.
• Familiarity with QuickBooks or similar bookkeeping software.
• Experience with password management tools (e.g., LastPass).
• Exposure to project management tools such as ClickUp or Notion.
• Knowledge of social media platforms (Later, Instagram, Facebook) or design tools (Adobe Suite, Canva).

Tools & Platforms:

• Google Workspace
• iCloud
• QuickBooks or similar bookkeeping tool
• WhatsApp

Values & Culture Fit:

• Proactive and self-driven; anticipates needs and follows up consistently.
• Detail-oriented with strong accountability
• Assertive yet respectful communication style, comfortable reminding or prompting deadlines.
• Collaborative and solution-oriented, not afraid to offer process improvements.
• Adaptable, patient, and open to learning Studio 309’s systems and tone.
• Values clarity, transparency, and mutual respect in communication.
• Trustworthy and discrete with sensitive business information.

Technical Requirements:

• Laptop: At least an i5-core processor, 2.5 GHz, 8GB RAM.
• Internet: Reliable ISP (minimum 25 Mbps) with a working webcam.

Additional Information:

• Remote | Part-Time
• Work Hours: 1 AM – 5 AM PH | Graveyard Shift
• Starting Salary: Php 15,000/mo, increasing to Php 18,000/mo after probation.
• Benefits: HMO & Leave Credits