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Open nowFirst seen 47 hours ago

Senior Executive Assistant & Client Coordinator

HireArchi11 open roles

Where
Metro Manila, Philippines, Remote
Work mode
Remote
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Your applicationOpen nowSenior Executive Assistant & Client CoordinatorHireArchi · Metro Manila, Philippines, Remote

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The clock on this job

Early applications get read.

11.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.1%1 day
  2. 4.4%3 days
  3. 11.8%7 days
  4. 18.6%14 days
  5. 35.6%30 days
  6. 45.1%60 days
This job: first seen 47 hours ago

The posting

Working Schedule: Monday – Friday, 8am – 5pm Eastern Standard Time

Work Arrangement: Fully Remote

Salary: $1,300 - $1,500

Employer: Software company located in Indianapolis, Indiana

Job Summary You'll be the operating backbone for the company's leadership team. The largest part of the job is classic executive support: calendars, meetings, inboxes, and follow-through for the company's two co-founders. The second part is coordinating how new clients get started, so the customer success team can spend its time with clients instead of chasing calendars. You will be a working member of the team, not a task queue. You will learn how the company operates and get to know the clients.

Key Responsibilities

1. Executive and leadership support

  • Own the calendars for both co-founders: schedule, reschedule, protect focus time, and resolve conflicts across time zones.
  • Coordinate meetings with clients, prospects, partners, investors, and vendors, including sending invites, confirming attendees, and sharing agendas and materials ahead of time.
  • Triage and draft email responses, keep follow-ups from slipping, and track open action items after meetings.
  • Prepare meeting briefs and pull together notes, summaries, and next steps from recorded calls.
  • Over time, extend the same support to other members of the leadership team.

2. Client kickoff and project coordination

  • When a new client signs, run the kickoff logistics, identify the key people on the client side and on the company side, and make sure everyone knows their role.
  • Send intake surveys and questionnaires to new clients to gather details about their company, team, and goals, then follow up until they are complete.
  • Work with each client to map out their onboarding meeting plan: which sessions are needed, what each one covers, when it should happen, and who needs to attend.
  • Get that full meeting plan on the calendar with the client and keep it on track as dates move.
  • Follow up with clients after each meeting: send recaps and next steps, and chase open items, surveys, and action items until they are done.
  • Take the bulk of scheduling work off our customer success lead so he can stay focused on the client relationship.
  • Keep simple, accurate records of where each client is in onboarding and flag anything that is stuck.

3. Internal operations

  • Help with general internal coordination beyond calendars and email, such as tracking product activation for new clients, organizing shared files, and keeping team documentation current.
  • Spot repeat work and suggest better ways to handle it.
  • Pick up ad hoc projects as the company grows.

Requirements

  • 3+ years as an executive assistant, project coordinator, operations coordinator, or similar role supporting senior leaders.
  • Strong command of Microsoft 365, especially Outlook calendar and email, Teams, and SharePoint.
  • Excellent written and spoken English. You will write directly to our clients, who are business owners and technology leaders in the US.
  • Highly organized, detail-oriented, and comfortable juggling many moving pieces for several people at once.
  • Proactive. You follow up without being asked and raise problems early.
  • Sound judgment with confidential information.
  • Able to work consistently during US Eastern business hours.

Nice to Have

  • Experience at a startup or small, fast-moving company.
  • Experience coordinating client onboarding or implementation projects at a software, SaaS, or IT services company.
  • Familiarity with the MSP or IT services industry.
  • Experience with project or ticket tracking tools (we use Linear) and meeting recording tools (we use Avoma).

Tools

  • Microsoft 365 (Outlook, Teams, SharePoint)
  • Claude
  • Linear
  • Avoma
  • Company's own platform
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