Executive Assistant

1 week ago

Makati City, National Capital Region, Philippines HR Panoptik Global Full time
Location: Makati City
Work Setup: Hybrid (Onsite & Virtual)
Contract Duration: 1-Year Contract (Potential for Permanent Extension)

About the Role
We are seeking a highly organized and detail-oriented **Senior Executive Assistant** to provide high-level administrative and operational support to a senior executive overseeing multiple business ventures across **Australia, the Philippines, and Africa**. The selected candidate will be responsible for managing **executive schedules, communications, financial coordination, business operations, and strategic projects** across diverse industries.
This role requires a proactive, adaptable, and highly professional individual who can coordinate across multiple time zones, ensure the smooth execution of business operations, and provide strategic support in a dynamic and fast-paced environment.
Executive's Business Operations Overview
**Australia:** The executive manages and operates businesses in the **healthcare industry**, with **multiple business dealings in brokerage, insurance, and related sectors**.
**Philippines:** The executive is a **head franchiser and franchisee** of a multi-global fast-food enterprise, with additional involvement in brokerage firms, offshore and onshore company setups, and financial operations.
**Africa:** The executive oversees **real estate and property dealings**, with potential expansion into other industries.
Additionally, the executive's business dealings are **not limited to these regions**, and new markets and industries may be introduced in the future.
Key Responsibilities
1. Executive & Administrative Support

• Manage **executive schedules, appointments, and travel arrangements**, ensuring efficient time management.

• Act as a **gatekeeper**, handling emails, calls, and correspondence on behalf of the executive.

• Prepare, edit, and oversee **business reports, presentations, proposals, contracts, and meeting agendas**.

• Maintain and organize **files, contracts, and business documents** using cloud-based tools such as **Dropbox and SharePoint**.

• Coordinate and schedule **meetings across different time zones**, ensuring proper agenda preparation and follow-ups.

• Handle **confidential business and financial information with professionalism and discretion**.
2. Business Coordination & Support

• Assist in managing **business communications and client relationships**, acting as the primary point of contact.

• Support **financial processes**, including **invoicing, payroll coordination, budget tracking, and expense management** with the accounting team.

• Assist in **drafting and reviewing business proposals, contracts, and agreements**, ensuring compliance and alignment with business objectives.

• Conduct **market research** to identify industry trends and potential business expansion opportunities.

• Coordinate with legal, financial, and operational teams to ensure regulatory and compliance standards are met across different business locations.
3. Industry-Specific Support

• Assist in managing and overseeing **healthcare business operations and compliance** in Australia.

• Support **franchise operations** in the Philippines, coordinating business strategies, financial tracking, and market performance analysis.

• Handle administrative coordination related to **brokerage and insurance dealings** across different business sectors.

• Oversee and track **property management and real estate transactions** in Africa, ensuring efficient communication with legal and financial stakeholders.
4. Marketing & Outreach

• Assist in **marketing initiatives, branding strategies, and digital campaigns** to enhance visibility across different industries.

• Manage **lead generation efforts**, identifying potential business partners and clients for strategic growth.

• Facilitate **public relations and corporate communication strategies** across multiple business entities.
5. Client & Stakeholder Management

• Act as a **liaison between the executive, clients, investors, and business partners** to ensure seamless communication.

• Manage **client inquiries, stakeholder meetings, and investor relations**, ensuring a professional and efficient approach.

• Build and maintain **strong relationships with key business stakeholders, vendors, and regulatory agencies**.

Qualifications & Requirements

• **Must be based in Metro Manila** (due to onsite responsibilities).

• **Minimum of 4-5 years of experience** in an **Executive Assistant, Operations Manager, or similar high-level administrative role**.

• **Excellent English communication skills** (both written and verbal), with the ability to interact professionally across international markets.

• Proven ability to **manage business operations across different industries and international locations**.

• Highly **organized, detail-oriented, and able to multitask effectively** in a fast-paced environment.

• Strong **problem-solving skills, adaptability, and strategic thinking** to support business decision-making.

• Proficiency in **document management tools** such as **Dropbox and SharePoint**, as well as financial tracking and CRM software.

• Experience in **financial coordination**, including **payroll, invoicing, budget tracking, and expense management**.

• Ability to **work across multiple time zones** and support business operations in **Australia, the Philippines, and Africa**.
Additional Requirements

• Ability to **prioritize tasks and manage deadlines** in a dynamic and evolving business environment.

• Proven ability to **support executives in large-scale business operations, strategic planning, and international expansions**.

• Ability to **adapt to changing priorities, industry shifts, and multi-business demands**.
Ideal Candidate Profile
The ideal candidate for this role:

• Thrives in **fast-paced, multi-industry environments** with international exposure.

• Has a **strong business acumen, operational expertise, and financial oversight experience**.

• Is **highly proactive, professional, and solution-driven** in managing executive support functions.

• Can effectively **coordinate high-level strategies with on-the-ground operational execution**.

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