Executive Assistant

3 weeks ago

Metro Manila Philippines Buscojobs Full time

Overview

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. The Executive Assistant acts as a gatekeeper, manages the executive's schedule, prioritizes appointments, coordinates meetings, and anticipates needs to ensure successful engagements. They oversee the organization and flow of information, maintain effective communication with internal teams, clients, and external partners, and assist in preparing reports, presentations, and other documents with accuracy and confidentiality. They solve problems, collaborate with departments, and handle sensitive information with discretion to enhance executive productivity and maintain an organized work environment.

Responsibilities
  • Provide senior-level executive administrative support.
  • Schedule and manage calendars and travel across time zones, including flight bookings, accommodations, ground transportation, and visa/permit requirements (if required).
  • Draft and prepare executive-level correspondence, emails, presentations, and reports on behalf of the executive team.
  • Coordinate and prepare materials for meetings (agendas, minutes, presentations) and ensure smooth logistics for internal and external meetings.
  • Assist with coordination of international and domestic marketing assets for project launches and marketing.
  • Manage and reconcile expenses, including creating expense reports and reimbursements.
  • Plan and coordinate corporate events, conferences, retreats, and other occasions.
  • Conduct research, gather data, and prepare executive-level reports and presentations.
  • Organize and maintain documents and files for easy access.
  • Assist with special projects and collaborate with the wider EA network globally.
  • Develop and maintain working relationships with clients and colleagues, internally and externally.
  • Handle ad hoc duties (e.g., IT support coordination, signing of key documents, onboarding support).
  • Safeguard confidential information and maintain discretion in handling sensitive matters.
  • Adapt to changing priorities and last-minute requests while remaining composed and professional.
Qualifications
  • Bachelor's degree or equivalent experience strongly preferred.
  • 2-3 years of executive assistant experience supporting high-level executives (in-country, regional, or global).
  • Proven ability to handle confidential information discreetly and diplomatically.
  • Some experience in design and marketing is essential.
  • Excellent communication skills across multiple platforms (email, text, in-person, video).
  • Strong presentation skills; familiarity with InDesign, Canva, Eloqua is an advantage.
  • Tech-savvy; proficient with Microsoft Office, Adobe Acrobat/Bluebeam, Webex, Zoom, etc.; able to work across time zones.
Location

On-site – Taguig, Philippines

Equal Employment Opportunity

JLL is an Equal Opportunity Employer and is committed to providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation during any part of the employment process, please email us to request an accommodation. See our Equal Employment Opportunity policy for details.

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