# 55199994480 - Executive Assistant/ Program Manager

> Activate Talent · Philippines (Remote) · — · Posted 2026-01-30

**Workplace:** remote

**Department:** AT1C

## Description

Position: Executive Assistant/Program Manager

Location: Remote (Global)

Employment Type: Full-Time

Type of contract: Independent contractor 

🌎 Work from any corner of the world and be a part of the #remoteworkrevolution!‼️

**Scope of the role:**

We’re a fast-moving media and digital business hiring an Executive Assistant / Program Manager to be the operational backbone of leadership.

This is not a passive admin role. You are the person who brings order to chaos, enforces structure, and ensures execution actually happens. You’ll combine high-level executive support with hands-on project and systems management, acting as a true force multiplier for leadership.

If you wait for instructions, this role will crush you. If you anticipate, organize, and follow through relentlessly, you’ll thrive.

**Responsibilities:**

**1\. Executive & Calendar Management**

-   Own Google Calendar management across multiple executives and priorities
-   Schedule internal meetings, external calls, and live show recordings
-   Manage complex, multi-time-zone scheduling
-   Anticipate conflicts and resolve them before they surface
-   Protect executive time and keep calendars clean, realistic, and intentional

**2\. Show & Content Scheduling**

-   Coordinate show and recording schedules end-to-end
-   Track guest availability, prep timelines, and episode deliverables
-   Ensure hosts, producers, and stakeholders are aligned before recordings
-   Maintain accurate, up-to-date scheduling documentation
-   Prevent last-minute chaos through proactive planning

**3\. Project & Program Management**

-   Act as a PM “super-admin” across initiatives
-   Track tasks, deadlines, owners, and dependencies
-   Follow up aggressively to ensure execution
-   Surface blockers early and keep projects moving
-   Provide leadership with clear status updates — no guessing, no chasing

**4\. Systems & Documentation**

-   Build and maintain Notion as the single source of truth, including: SOPs, Project and initiative tracking, Show calendars and guest and outreach pipelines
-   Ensure documentation is clear, current, and actually used
-   Organize files, links, and reference materials so nothing gets lost

**5\. Communication & Coordination**

-   Manage and structure Slack communication
-   Route messages, track action items, and close loops
-   Coordinate with internal teams and external partners
-   Draft agendas, internal notes, and summaries when needed
-   Keep conversations focused and execution-oriented

**6\. LinkedIn & External Organization**

-   Track LinkedIn outreach, follow-ups, and responses
-   Maintain organized contact, guest, and partner lists
-   Ensure warm intros and follow-ups don’t fall through the cracks

**Requirements:**

-   3+ years experience as an Executive Assistant, Operations Manager, or Program Manager
-   Strong Notion expertise (non-negotiable)
-   Advanced Google Calendar management skills
-   Comfortable in fast-paced, Slack-heavy environments
-   Proven ability to juggle multiple projects without dropping details
-   Highly organized, proactive, and detail-obsessed
-   Thinks ahead instead of waiting to be told what to do

### **Nice to Have**

-   Experience in media, podcasts, content, or digital businesses
-   Familiarity with show or content production workflows
-   Experience supporting founders or executives with rapidly changing priorities

**What Success Looks Like**

-   Calendars are clean, intentional, and conflict-free
-   Shows are scheduled smoothly and run on time
-   Projects move forward without leadership chasing updates
-   Notion is the unquestioned single source of truth
-   Leadership has mental space because execution is handled

## Apply

[Apply at Activate Talent](https://apply.workable.com/careersactivatetalent/j/F16767963F/apply)

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