Executive Operations Coordinator

3 weeks ago

Makati City, National Capital Region, Philippines Beep Full time

URGENT HIRING: Executive Operations Coordinator
Location: Makati City and Pasay City
Work Set Up: Full-time | Hybrid Work Setup

Are you highly organized, detail-oriented, and thrive in a fast-paced executive environment? We are seeking an Executive Operations Coordinator to support our CEO and Executive Leadership Team. This role is integral to ensuring smooth operations at the highest level of the organization.

Responsibilities
  • Draft and edit emails, memos, communications, and other correspondences on behalf of the CEO.
  • Provide Board of Directors management and meeting support, coordinating with their Executive Assistants.
  • Extend ad-hoc support to the Executive Leadership Team in line with the CEO's strategic objectives.
  • Plan and execute events and meetings including weekly sessions, semi-annual strategic planning, executive meetings, and other events.
  • Organize event logistics (venue, catering, equipment), coordinate invites, and track RSVPs.
  • Manage and coordinate the CEO's calendar, appointments, and emails, prioritizing sensitive matters.
  • Serve as the point of contact among executives, employees, clients, and external partners.
  • Prepare weekly, monthly, and quarterly reports; review and finalize Minutes of Meetings and PowerPoint presentations.
  • Communicate on behalf of the CEO with department managers, clients, suppliers, and stakeholders.
  • Research, prioritize, and follow up on confidential and sensitive issues requiring the CEO's attention.
  • Provide project management support, coordinating special projects across multiple departments.
  • Deliver administrative and tactical support to Commercial, CA & Special Projects, Marketing, and Operations teams.
Functional Competencies
  • Self-motivated and highly organized, who thrives in dynamic environments
  • Knowledgeable in legal documents
  • Strong decision-making and problem-solving abilities
  • Excellent communication and presentation skills
  • Strong business acumen
  • High emotional intelligence and interpersonal skills
Education and Work Background
  • Bachelor's degree in Business Administration, Business Management, Communications, or Hospitality, Tourism Management, or Law or related field
  • Work experience as an Executive Assistant, Chief of Staff in Rail or transportation industry, Personal Assistant or similar role for at least three (3) years
  • Familiarity with office gadgets, social technologies (e.g. MS Teams, Zoom), business applications and Apple products
  • Proven ability to manage multiple priorities in a fast-paced, high-pressure environment
  • Experience in project management or operations is a strong advantage
  • Experience in preparing executive-level reports, presentations, and event planning.

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