Executive Assistant (Client & Sales Operations Support)

ABOUT US

Engage Studio is a fast-growing custom jewelry company based in Toronto, Canada. We specialize in designing meaningful engagement rings and custom jewelry that mark some of the most important ---------- nts in our clients’ lives.

Unlike traditional jewelry stores, our process is a guided journey. We collaborate closely with each client to design a ring that reflects their story.

Our team works with clients both in-person in our Toronto showroom and virtually with clients worldwide.

We are building a world-class support team in the Philippines and are looking for highly capable Executive Assistants who want a long-term career with a growing international company.


WHO THIS ROLE IS FOR

This role is perfect for someone who:
• Loves being organized and in control of details
• Enjoys helping others perform at their best
• Takes pride in anticipating problems before they happen
• Is comfortable communicating with clients from North America
• Wants to grow long-term with a company

You will work closely with a Founder or Sales Consultant, helping them stay organized, prepared, and responsive to clients.
Your work directly helps couples design the ring they will wear for the rest of their lives.

This is not just an admin job — it is a role where you help coordinate client experiences and ensure everything runs smoothly.


WHAT SUCCESS LOOKS LIKE

• Your consultant/founder can focus on clients because you have everything organized and under control.
• Client meetings are fully prepared in advance.
• Client questions are answered quickly and professionally.
• Orders stay on schedule because you are tracking all milestones.
• Clients feel cared for because communication is clear and timely.


CORE RESPONSIBILITIES

1. Executive Support

You will manage and organize your consultant’s communications and schedule.

Responsibilities include:

• Organizing email inboxes and identifying priority messages
• Responding to routine emails on behalf of your consultant
• Monitoring internal communication channels (Slack, WhatsApp, Email)
• Managing calendars and scheduling meetings
• Ensuring all materials needed for meetings are prepared in advance

Examples of preparation may include:

• Ensure design milestones are done correctly and on time (CAD design renders, sketches or concept images, prototype models)
• Client notes and preferences are accurately written up on their profile report
• Shipment status monitoring and following up on delays

Your goal is to ensure every meeting runs smoothly and your consultant is always prepared.

2. Client Communication

Our clients are going through a life-changing event — engagement and marriage — and expect thoughtful communication.

You will help maintain strong relationships with clients.

Responsibilities include:

• Responding to client inquiries promptly (target: within 3 business hours)
• Providing order status updates during the design and production process
• Following up with prospective clients who requested quotes
• Supporting post-purchase communication and relationship building
• Helping resolve client concerns by coordinating internally

Strong emotional intelligence and communication skills are critical.

3. Order Coordination

Custom jewelry orders involve multiple steps and teams.

You will help track the progress of orders to ensure they stay on schedule.

Responsibilities include:

• Tracking orders and milestones using internal systems
• Participating in coordination meetings with our Production team
• Monitoring key stages such as sketches, CAD renders, resin models, and final production
• Escalating issues early if an order risks falling behind schedule
• Taking detailed notes during client meetings and sending instructions to the Production team

Your role ensures that nothing falls through the cracks.

4. Sales Support

You will assist the consultant in maintaining strong relationships with prospective clients.

Responsibilities include:

• Preparing and sending quotes to prospective clients
• Following up with clients who are considering a purchase
• Organizing client information and communications
• Supporting the consultant with administrative tasks that help close sales


REQUIREMENTS

• Minimum 2+ years experience as an Executive Assistant or Personal Assistant
• Excellent written and spoken English communication skills
• Comfortable communicating via Zoom, email, phone, and messaging platforms
• High attention to detail when handling specifications and documentation
• Strong organizational and time management skills
• High emotional intelligence when communicating with clients

Working Hours

You must be able to work within our business hours:

Eastern Standard Time

Monday – Friday
9:30 AM – 8:00 PM EST

Saturday
8:30 AM – 5:00 PM EST
**Typical schedule is 40 hours per week within these operating hours.


COMPENSATION AND BENEFITS

• Salary: 50,000 to 70,000php per month (based on experience/competence)
• 13th month pay (pro-rated based on start date)
• SSS and PhilHealth contributions
• Internet reimbursement
• Performance bonuses
• Company profit-share participation


HOW TO APPLY

• Include the line 'Dream Team Dream Work' in the subject line. Applications without this will not be considered.
• Record and share a 2 to 3 minute video of yourself answering the following questions and share it (Google Drive, Loom, Youtube unlisted)

1)A client emails saying they are worried because they haven’t heard an update on their ring for two weeks. How would you respond to them?

2)Tell us about a time you caught a mistake before it became a problem for your manager or team.

3)Why do you think you would succeed in a role that requires extreme attention to detail?


WHY JOIN OUR TEAM

We are building a long-term international team, and we invest heavily in training and growth.

Our tea ---------- mbers value:

• A supportive team culture
• Clear systems and training
• Long-term career opportunities
• Professional development

As our company grows, we promote from within whenever possible.