Posted 5 months ago
Executive Assistant – Head of Legal (Primary Support)
PhilippinesRemoteFull-time
AI Summary
The Executive Assistant provides full-time administrative support to the Head of Legal, managing calendars, expense reporting, travel coordination, and executive-level tasks in a fast-paced, corporate environment.
About this role
About the Company
We are a rapidly expanding global dessert brand with:
● 360+ locations across the United States
● 10 locations in the UK
● 10 locations in Canada
● Ongoing international expansion
Our executive team is scaling, and we are seeking a highly organized and experienced
Executive Assistant to provide dedicated support to our Head of Legal, with additional
expense-reporting support for up to three executives.
This role requires professionalism, discretion, and the ability to operate in a fast-paced,
corporate environment.
Role Overview
The Executive Assistant will provide full-time administrative support to the Head of Legal, with
additional shared expense management responsibilities across the executive team.
This role is primarily focused on:
● Calendar management
● Expense reporting
● Travel coordination
● Executive-level administrative support
The ideal candidate is structured, proactive, and comfortable working within established
corporate systems and processes.
Key Responsibilities
Executive Calendar Management
● Manage and maintain a complex executive calendar
● Schedule, reschedule, and coordinate internal and external meetings
● Prioritize requests and protect executive time
● Coordinate with stakeholders to ensure efficient scheduling
● Monitor and manage inboxes related to scheduling needs
Expense Reporting & Administration
● Manage monthly expense reporting using SAP Concur
● Collect, organize, and upload receipts
● Submit expense reports accurately and on time
● Provide expense support for up to three executives
Travel Coordination
● Book and coordinate executive travel (primarily train travel)
● Manage itineraries and scheduling changes
● Ensure smooth travel logistics and documentation
Executive & Administrative Support
● Provide administrative support for the Head of Legal
● Assist with meeting preparation and documentation
● Support deck creation and presentation formatting (PowerPoint)
● Assist with general Microsoft Office-based tasks
● Maintain organized documentation and digital files
Must-Have Qualifications
● 3–5+ years experience as an Executive Assistant supporting senior leadership
● Strong experience in calendar management for executives
● Experience handling executive expense reporting
● Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)
● Strong written and verbal English communication skills
● Ability to work full-time in Eastern Time (US)
● High level of discretion and professionalism
● Strong organizational and prioritization skills
Nice-to-Have Qualifications
● Experience using SAP Concur
● Experience supporting Legal or Corporate Executives
● Strong PowerPoint deck creation skills
● Canva proficiency
● Experience in fast-growing or multi-location companies
● Exposure to global operations
Working Hours
● Full-Time (40 hours/week)
● Must work Eastern Time (US business hours)
● Fully Remote
Skills
CanvaExcelMicrosoft Office SuiteOutlookPowerPointSAP ConcurWord
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