Executive Assistant to the CEO

2 weeks ago


Pasig, National Capital Region, Philippines ActivAsia Inc. Full time

The Executive Assistant to the President and CEO is a key role that provides high-level administrative support to the President and Chief Executive Officer. This position is essential in ensuring the smooth operation of the CEO's office and involves a combination of administrative tasks, project management, and strategic support.

JOB RESPONSIBILITIES:

Administrative Support

  • Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Screen and prioritize the President & CEO's work schedule
  • Prepare and edit correspondence, reports, presentations, and other documents.
  • Organize and maintain confidential files and records.

Meeting and Event Coordination:

  • Plan, coordinate, and prepare for executive meetings, including agenda development, minute-taking, and follow-up on action items.
  • Collaborates with the internal BU assigned in organizing events and functions attended by the CEO, ensuring all logistics are handled efficiently.
  • Leads in managing / booking EXECOM's and Business Unit Heads meetings as directly instructed by the CEO
  • Liaise with internal and external partners and suppliers to arrange meetings and conferences.

Strategic Support:

  • Assist the CEO in developing and implementing the company's strategic plans.
  • Conduct research and provide analysis on key business issues.
  • Prepare briefing materials, reports, and presentations for the CEO.
  • Monitor industry trends and provide insights to the CEO to inform decision-making.

Communication Management:

  • Serve as the primary point of contact for internal and external communications for the CEO.
  • Draft and distribute communication on behalf of the CEO.
  • Facilitate communication between the CEO, ExeComs, BU heads, board members, and employees.

Project Management:

  • Assist the CEO with special projects and initiatives, ensuring they are completed on time and within scope. Special projects may not be limited to ActivAsia, may also include ES companies/ACTIV X companies.
  • Oversee and manage special projects as directed by the CEO.
  • Conduct research and gather information as needed for project planning and execution.
  • Coordinate cross-functional teams to achieve project objectives.
  • Track progress and provide regular updates on ongoing projects.

Operational Efficiency:

  • Optimize the CEO's workflow by managing and prioritizing tasks effectively.
  • Anticipate the needs of the CEO and provide proactive support.
  • Develop and implement efficient office procedures to improve productivity.

Relationship Management:

  • Build and maintain strong relationships with key stakeholders, including board members,ExeCom, BU heads, leadership team, clients, ES and EX companies and partners.
  • Handle inquiries and requests from stakeholders professionally and promptly.
  • Represent the CEO in interactions with internal and external parties when required.

Requirements:

  • Bachelor's degree in business administration or a related field
  • Proven experience as an executive assistant or in a similar role
  • Strong organizational and multitasking skills
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Ability to handle confidential information with discretion and professionalism
  • Strong attention to detail and accuracy
  • Ability to work independently and prioritize tasks in a fast-paced environment

WORKING SET-UP:

● Hybrid set-up (Depending on final direction of CEO)

Job Types: Full-time, Permanent

Schedule:

  • 8 hour shift

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