Executive Assistant

1 day ago


Metro Manila Philippines Buscojobs Full time

Overview

Executive Assistant Bgc Office — Taguig. The key purpose of an Executive Assistant is to provide comprehensive support to high-level executives and ensure the smooth functioning of their daily operations. Acting as a gatekeeper, the Executive Assistant manages the executive's schedule, prioritizes appointments, and coordinates meetings, anticipating their needs and ensuring they have everything required for successful engagements. They oversee the organization and flow of information, maintaining effective communication with internal teams, clients, and external partners. They assist in preparing reports, presentations, and other relevant documents, ensuring accuracy and confidentiality. They are adept at problem-solving, collaborating with different departments, and handling sensitive information with discretion. They play a vital role in enhancing productivity and allowing executives to focus on strategic decision-making and maintaining an organized work environment.

Responsibilities
  • Provide Senior-Level executive administrative support.
  • Schedule and manage calendars and travel arrangements across varying time zones including flight bookings, accommodations, securing ground transportation, and visa/permit requirements (if required).
  • Draft and prepare Executive-Level correspondence including emails, presentations, reports, and other miscellaneous correspondence on behalf of the executive team.
  • Coordinate and prepare materials for meetings, such as agendas, minutes, and presentations, and ensure smooth logistics for internal and external meetings.
  • Assist with the coordination of international and domestic marketing assets required for project launches and project marketing.
  • Manage and reconcile expenses, including creating expense reports, tracking receipts, and submitting expense reports for reimbursement.
  • Assist in planning and coordinating corporate events, conferences, retreats, and other special occasions.
  • Conduct research, gather data, and prepare executive-level reports, documentation, and presentations.
  • Organize and maintain documents and files ensuring ease of access and retrieval of information.
  • Assisting with various special projects and assignments to support the executive's business objectives.
  • Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges.
  • Develop and maintain effective working relationships with clients (externally) and colleagues (internally).
  • Adhoc duties including arranging IT support, signing of key documentation, assisting new joiners, etc.
  • Safeguarding confidential information and maintaining strict confidentiality in handling sensitive matters.
  • Build and maintain positive relationships with internal and external stakeholders.
  • Be adaptable to changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.
Qualifications
  • Bachelor's degree or equivalent experience is strongly preferred.
  • At least 2-3 years of executive assistant experience supporting high-level executives (In-Country, Regional, or Global).
  • Proven ability to handle confidential information discreetly in a diplomatic manner.
  • Some experience in design and marketing is essential.
  • Unflappable, flexible, and able to overcome a learning curve quickly.
  • Extremely strong communication skills on multiple platforms and mediums (email, text, in-person, video calls, etc.).
  • Excellent presentation skills with familiarity in InDesign, Canva and Eloqua is an advantage.
  • Tech-savvy and familiar with Microsoft Office suite, Adobe Acrobat and/or Bluebeam, Webex, Zoom, etc.
  • Ability to work across multiple time zones.

Location: On-site – Taguig, Philippines

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