Executive Assistant

This is a remote contract role based in the Philippines. The position requires overnight hours, generally Tuesday through Saturday, to align with U.S. business hours.

The Role

Kasa is seeking a highly organized and proactive Remote Executive Assistant to support our CEO and others on our US-Based executive team. The ideal candidate will be adept at managing schedules, coordinating travel, and handling various administrative responsibilities with professionalism and efficiency. This Executive Assistant role requires excellent communication skills and the ability to multitask in a fast-paced environment.

This role is about Hall of Fame hospitality: fostering a warm, professional, and seamless experience in every interaction and communication. As an Executive Assistant, you’ll anticipate the needs of senior leadership, ensuring their days run smoothly and efficiently. From managing schedules to preparing for meetings, you’ll provide white-glove service in every detail, helping to support and elevate the work lives of Kasa's Leadership Team and as a result have an impact on the broader Kasa team.

About the Team

This role is in our People Operations department, a close-knit people-centric team that is constantly looking for new ways to help our colleagues succeed. We come from diverse backgrounds in hospitality and technology and everyone joined Kasa because they are passionate about building a platform that delivers excellent service to our property partners and guests seeking trustworthy, well-priced accommodations in great locations. As the keepers of the company "kulture" we consider a strong culture-add (not just fit) a requirement.

Day in the Life of a Kasa Executive Assistant

Like any hospitality role, there is no 'typical day.' To excel as an Executive Assistant at Kasa, you'll need to be able to quickly pivot tasks and assist with ad-hoc requests while prioritizing the most critical tasks. You may begin with calendar maintenance; catching any overlapping meetings and reaching out to the necessary parties to reschedule. For meetings with new contacts, you'll do some light internet research to provide background to the executives before the meeting. Then you may need to book flights and accommodations. A key part of the role is anticipating needs before they arise — always looking around corners to spot potential issues and address them proactively. You'll also take ownership of planning and executing in-person gatherings and events, such as leadership summits and KLT offsites, from logistics to the finishing details. Every so often you'll need to put together creative and thoughtful gifts for team members, investors' birthdays, vendor thank-yous, or high-profile partners and ship them all over the US. You'll also bring a polished eye to executive communications, elevating and beautifying presentations so they're always ready to impress.

Responsibilities

• Calendar Management:
  • Maintain and organize executive calendars, scheduling meetings and appointments.
  • Prioritize and resolve scheduling conflicts, ensuring optimal time management.
• Travel Coordination:
  • Plan and arrange domestic and international travel itineraries, including flights, accommodations, and transportation.
  • Prepare detailed travel schedules and provide necessary documentation for trips.
• Expense Management:
  • Track and process expense reports, ensuring accuracy and compliance with company policies.
• Gifts and Recognition:
  • Coordinate and manage employee and partner gift programs, including birthdays, anniversaries “Kasaversaries”, and special occasions.
  • Research and recommend appropriate gifts that align with company values.
• Communication Support:
  • Conduct research and compile information for various executive projects.
  • Serve as a liaison between executives, team members, and external partners as needed.
• Administrative Support:
  • Assist with preparation for meetings and follow-ups on action items from meetings.
  • Organize and maintain electronic files, documents, and records for easy retrieval.
• General Tasks:
  • Provide general administrative support as required, ensuring smooth day-to-day operations.

Experience

• Proven experience as an Executive Assistant to US-Based Leadership teams.
• Experience using AI tools to automate and improve workflows.
• Exceptional organizational and multitasking skills.
• Strong proficiency in Google Suite and other productivity tools such as Slack and Notion.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving skills and attention to detail.
• A proactive attitude and a willingness to take initiative.

Plus if...

• You've worked in the hospitality industry at some point in your career
• You've worked for small and large enterprise companies, including startups
• You've managed inventory or supply sourcing

In one year, you will succeed at Kasa by having:

• Become a trusted, vital source of support to the CEO and Executive team
• Taken on tasks and projects that free up a significant amount of executives' time
• Created a warm and welcoming experience for everyone you interact with
• Come up with creative solutions that drive efficiency in the responsibilities you oversee

Our Interview Process

We like to do things a little differently for this role. The first step for all candidates is a short Vervoe assessment, which takes about 45 minutes to complete. It’s a great way to get a feel for the day-to-day work, and it also helps us see your skills in action beyond what’s on your resume.

Curious about the Kasa experience? Save 15% when you book on kasa.com

Benefits

• Remote Work: With flexibility as a core value, and over three-quarters of the team working remotely, Kasa employees are able to work from anywhere!
• The Pay: The starting base pay range for this role is between $9 and $15 per hour