Executive Assistant

1 week ago

Manila, National Capital Region, Philippines XPEDITE INC Full time

EXECUTIVE ASSISTANT (Virtual Role)

Job Summary

We are looking to hire an EXECUTIVE ASSISTANT for one of our clients based in Hawaii, USA.

The Executive Assistant is responsible in providing high-level administrative support for company leaders to ensure they can efficiently accomplish key tasks and company initiatives. This position is pivotal in ensuring efficient operations within the organization, maintaining confidentiality, and supporting strategic initiatives across executive and administrative functions.

*This is a permanent Work-From-Home (WFH) setting. Candidates must have a stable, fast, and reliable internet connection capable of supporting video / voice calls. Required 75MBPS or higher.

Job Description:

Coordinate and manage the executive's calendar, including scheduling meetings and managing agendas, appointments, and travel arrangements. Ensure all schedules are organized and consistently up to date to avoid conflicts and maximize efficiency. Respond to and manage emails, phone calls, and other correspondence on behalf of the executive. Organize and prepare meeting materials, ensuring all necessary documents and information are available. When necessary, participate in meetings on behalf of the executive, take detailed minutes, and follow up on action items to ensure tasks are completed as discussed. Arrange domestic and international travel itineraries, including flights, accommodation, transportation, and visa documentation for business trips. Act as a liaison between executives and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism. Maintain and regularly update employee records and HR databases, ensuring accuracy and compliance with data protection regulations. Assist with the preparation and processing of administrative documents such as employment contracts, offer letters, onboarding process, and records of employment and compensation changes. Assist in preparing reports and compliance documents, ensuring accuracy and timely submission to relevant authorities. Manage project timelines and keep executives on task by prioritizing and managing to-do lists. Perform other duties and/or projects as assigned. Required Qualifications: Bachelor's degree in business administration, human resources, or a related field. Minimum of three (3) to four (4) years of experience as an Executive Assistant in an Administrative support role or in an equivalent role supporting both areas. Must have a stable employment history. Proficiency in MS Office Suite (Word, Excel, PowerPoint), Proficiency in Adobe or similar PDF ProgramsAdvanced to excellent English communication skills. Clear and coherent in both written and verbal communication skills with the ability to interact effectively with employees and external contacts. Strong organizational and multitasking abilities, as well as the ability to work independently, research, and prioritize effectively. Flexibility to adapt to and manage changing priorities/deadlines, processes, tools, and responsibilities in a fast-paced environment. Strong interpersonal skills and the ability to build relationships. Proactive mindset to anticipate needs, take initiative, and provide comprehensive support. Ability to handle confidential information with confidentiality, discretion and professionalism. Proficient with online calendars and schedulingExperience with online meeting software (like Zoom or WebEx), online chat/instant messaging, and group sharing platforms like Slack or Microsoft TeamsWilling to work graveyard shifts, US Hawaii time zone, or on an assigned, variable schedule.

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