Executive Office Assistant

Job Title: Remote Executive Office Assistant (Philippines-based)
Company: Seabreeze Landscaping
Location: Remote – Philippines (full-time, work-from-home)
Reports To: Owner, Operations Manager, and Main Office Manager
Employment Status: Full-time, Contractor or Employee (via compliant arrangement)
About the Company: Seabreeze Landscaping is a thriving landscaping business generating approximately $2 million in annual revenue. We deliver premium residential and commercial landscaping services, including design/build, maintenance, irrigation, and hardscaping. As a growing small business, we rely on efficient operations, strong client relationships, and smooth internal coordination.
Position Summary: We are seeking a highly reliable, proactive Remote Executive Office Assistant based in the Philippines to provide high-level administrative, coordination, and operational support directly to the Owner, Operations Manager, and Main Office Manager. You will manage calendars, handle communications, assist with project and crew coordination and reporting tasks, marketing ideas, building spreadsheets, and help keep day-to-day operations running smoothly for our fast-paced $2M landscaping company.This is a fully remote, work-from-home position requiring exceptional self-discipline, outstanding English communication skills, reliable high-speed internet, and a quiet professional workspace. The role requires significant time-zone overlap with U.S. business hours (typically Eastern or Central Time), so flexibility for evening/night shifts in Philippine time (PHT) is essential to support real-time collaboration with the leadership team.
Key Responsibilities: Manage and coordinate calendars for the Owner & 1-2 Salesmen, schedule client meetings, vendor calls, crew briefings, site visits, social media management, internal leadership meetings, and travel arrangements
Serve as the primary point of contact for incoming emails, calls, messages, and inquiries; respond professionally on behalf of leadership or escalate appropriately
Prepare and format professional documents: proposals, contracts, change orders, invoices, project summaries, weekly/monthly reports, presentations, and internal memos
Support project and operational coordination: help track material/supply orders, update job timelines and statuses, maintain digital project/client files
Assist with financial and accounting tasks : process vendor invoices, customer payments, expense tracking, receipt reconciliation, and preparation of basic reports
Maintain CRM Service Auto Pilot and client database: update records, follow up on leads, estimates, proposals to support sales and cash flow
Handle virtual office administration: coordinate digital supply orders, vendor communications, equipment maintenance requests, and organized digital filing systems
Provide light HR and payroll support: track employee timesheets, assist with onboarding documentation, coordinate payroll preparation, and maintain personnel records
Generate and distribute regular reports: sales performance, job costing/profitability, crew utilization, key performance indicators, and other metrics requested by leadership
Organize and facilitate virtual meetings, leadership check-ins, crew updates, and client follow-up communications
Maintain strict confidentiality and handle sensitive business, financial, personnel, and client information with the highest level of discretion
Proactively anticipate needs of the Owner, Operations Manager, and Main Office Manager; adapt quickly in our dynamic small-business environment

Qualifications & Requirements: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred
Minimum 3–5 years of experience as an executive assistant, virtual assistant, administrative professional, or operations support (prior support for multiple executives or U.S.-based clients strongly preferred)
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace
Hands-on experience with QuickBooks (required); familiarity with landscaping or service-industry software (Jobber, Service Auto Pilot, ServiceTitan, LMN, Aspire, Housecall Pro, etc.) is a significant advantage
Excellent command of written and spoken English with a clear, professional communication style (email, phone/VoIP, chat)
Superior organizational, multitasking, and prioritization skills in a remote, high-volume environment
Reliable high-speed internet (minimum 50 Mbps download/upload), quiet dedicated workspace, noise-canceling headset, webcam, and backup power/internet solutions
Willingness and ability to adjust schedule for substantial U.S. time-zone overlap (evening/night shifts in PHT to align with U.S. business hours)
Must be a Philippine resident/citizen authorized to work remotely for a foreign employer and comply with all Philippine labor, tax, and remittance regulations
Ability to pass background check and provide professional references

Preferred Skills & Attributes: Basic familiarity with landscaping, construction, or property service industry terminology, processes, and materials
Proactive, detail-oriented mindset with strong ability to anticipate needs and solve problems independently
High level of trustworthiness, discretion, and professionalism when handling confidential and sensitive information
Comfortable supporting multiple leaders in a small-business environment where flexibility, initiative, and teamwork are essential
Proven experience working remotely for U.S. companies and successfully managing significant time-zone differences