Administrative Support Specialist

2 weeks ago

Marikina City, National Capital Region, Philippines Awesam Smile Dental Clinic Full time

About the Role

We are seeking a highly organized and proactive Executive Assistant to support our CEO at Awesam Smile Dental Clinic. The ideal candidate will serve as a trusted partner, providing high-level administrative support and ensuring the smooth operation of the CEO's office.

Key Responsibilities

  • Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements.
  • Ensure the CEO is prepared for all meetings and events by organizing materials and briefing documents.
  • Act as the primary point of contact between the CEO and internal/external stakeholders.
  • Manage and prioritize emails, phone calls, and correspondence on behalf of the CEO.
  • Plan, organize, and coordinate executive meetings, including preparing agendas, taking minutes, and following up on action items.
  • Assist with special projects and initiatives as directed by the CEO.
  • Handle sensitive information with the highest level of confidentiality and professionalism.
  • Organize and coordinate domestic and international travel itineraries, including flights, accommodations, transportation, and detailed travel plans.
  • Draft, review, and manage correspondence, reports, presentations, and other documents as needed.
  • Build and maintain strong relationships with key stakeholders, including board members, senior executives, clients, and partners.
  • Assist in the planning and execution of company events, meetings, and executive off-sites.
  • Oversee the organization and efficiency of the CEO's office, including managing supplies, equipment, and other office needs.

Requirements

  • Bachelor's degree in Business Administration, Communications, or a related field is preferred.
  • Minimum of 3-4 years of experience as an Executive Assistant, preferably supporting a CEO or C-suite executive.
  • Exceptional organizational and time management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to multitask and prioritize effectively in a fast-paced environment.
  • High level of professionalism and discretion.
  • Strong problem-solving skills and attention to detail.
  • Ability to work independently with minimal supervision.
  • Proactive and self-motivated.
  • Strong interpersonal skills and ability to work with diverse teams.
  • Flexible and adaptable to changing priorities.
  • Committed to continuous improvement and professional development.
  • Willing to work on a flexible schedule and long hours.
  • Can travel and drive.

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