Role Overview – Scala Staffing is looking for an Executive Assistant to keep our online coaching business running smoothly. This position is ideal for organized, detail-oriented, and proactive professionals who are comfortable with Google Sheets and online tools and can provide reliable support during PH (Philippines) working hours.

Executive Support – You will provide comprehensive executive support to keep the online coaching business running smoothly by managing schedules, coordinating activities, handling administrative tasks, organizing information, and ensuring the executive can focus on strategic priorities while operations proceed efficiently.

Calendar and Schedule Management – You will manage calendars and schedules including coordinating appointments, organizing meetings, scheduling coaching sessions, managing time effectively, avoiding conflicts, and ensuring optimal use of time across business activities.

Administrative Coordination – You will coordinate administrative functions including processing correspondence, managing documentation, organizing files, handling communications, tracking tasks, and ensuring smooth execution of various administrative responsibilities that support business operations.

Data Management – You will manage data and information using Google Sheets and online tools, maintaining organized records, tracking business metrics, updating spreadsheets, managing client information, and ensuring data is accurate, accessible, and properly organized.

Communication Management – You will manage communications on behalf of the executive including handling emails, coordinating with clients and team members, drafting correspondence, relaying messages, and ensuring timely, professional communication across all channels.

Project Coordination – You will coordinate projects and initiatives by tracking progress, managing deadlines, coordinating resources, following up on action items, and ensuring projects advance smoothly toward completion.

Proactive Problem-Solving – You will proactively identify potential issues, anticipate needs, address challenges before they escalate, take initiative in improving processes, and ensure smooth operations through forward-thinking support.

Process and Systems Support – You will support business processes and systems by following established procedures, maintaining organizational systems, suggesting improvements, and ensuring operations run efficiently in the online coaching environment.

Organizational Skills – Being organized, detail-oriented, and proactive is essential. You must manage multiple responsibilities, maintain meticulous records, anticipate needs, take initiative, and ensure nothing is overlooked in your executive support duties.

Google Sheets and Tools Proficiency – Comfort with Google Sheets and online tools is required. You should be proficient in using spreadsheets for data management, comfortable with cloud-based applications, and able to navigate digital tools that support online business operations.

Reliability and Availability – Reliability and availability during PH (Philippines) working hours is mandatory. You must be dependable, punctual, consistent in performance, and available to work during standard Philippines business hours to provide executive support when needed.

Communication Skills – Strong communication skills are important for managing correspondence, coordinating with stakeholders, representing the executive professionally, and ensuring clear information flow across the organization.

Time Management – Excellent time management abilities enable you to prioritize tasks, manage competing demands, meet deadlines, coordinate schedules effectively, and ensure efficient use of time for both yourself and the executive you support.

Discretion and Professionalism – Discretion and professionalism are crucial for handling confidential information, managing sensitive matters, representing the executive appropriately, and maintaining trust in this close support role.

Adaptability – Adaptability and flexibility enable you to handle changing priorities, adjust to evolving needs, manage unexpected situations, and remain effective in the dynamic online coaching business environment.

How to Apply:

Apply by sending your CV to careers@scalastaffing.com with the subject line "Executive Assistant - JR EA69 - [Your Name]". Please emphasize your organized, detail-oriented, and proactive approach to work with specific examples. Describe your comfort with Google Sheets and online tools, including platforms or applications you've used for data management and business operations.

About Company:

Scala Staffing operates an online coaching business and seeks a reliable, organized Executive Assistant who can provide proactive support, manage administrative functions, and help keep operations running smoothly through efficient coordination and professional service.