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Senior Administrative Specialist

1 week ago

Quezon City, National Capital Region, Philippines Humanly (humanly) Full time

About Humanly: As a leading provider of outsourced digital services and next-generation customer experience, Humanly serves fast-growing technology companies. Our cloud-based infrastructure enables us to cater to various sectors, including social media, e-commerce, gaming, streaming media, food delivery, ride-sharing, HiTech, FinTech, and HealthTech.

We've established a People First culture that has enabled us to expand our workforce globally. Currently, we have a presence in twelve countries, with locations across the Philippines, India, and the United States. Our constant pursuit of growth for our partners requires a culture of innovation, exploration of new technologies, readiness to handle any challenge at a moment's notice, and mastery of consistency in an ever-changing world.

What We Offer: At Humanly, we prioritize our employees' well-being by offering competitive industry salaries and comprehensive benefits packages. We take pride in our inclusive environment and positive impact on the community. Moreover, we actively encourage internal mobility and professional growth at all stages of an employee's career within Humanly.

Job Description: The Executive Assistant II will provide advanced administrative and operational support to a C-suite executive, serving as a key liaison with stakeholders and ensuring seamless coordination of their priorities. You will ensure the efficient management of their daily activities by coordinating complex schedules, handling high-level communications, preparing detailed reports, and managing travel arrangements.

This role goes beyond traditional administrative duties, encompassing elements of a Chief of Staff to help the executive prioritize and execute their strategic initiatives. You will act as a trusted advisor, streamlining operations by anticipating needs, managing confidential information, and fostering seamless communication across teams and departments.

Key Responsibilities:

  • Coordinate and manage complex executive calendars, scheduling high-level meetings, appointments, and events across all time zones.
  • Serve as a liaison between the executive and internal/external stakeholders, managing emails, phone calls, and correspondence with professionalism.
  • Organize executive meetings, including building and preparing agendas, briefing documents, taking minutes, and following up on action items.
  • Read, respond, draft, and organize the executive's email.
  • Plan and coordinate detailed travel arrangements, including international travel, accommodations, transportation, and travel itineraries.
  • Track and reconcile expense reports, ensuring compliance with company policies and timely submission of reimbursements.
  • Coordinate and execute executive-level events, conferences, and off-site meetings, ensuring all logistics are handled efficiently.

Requirements:

  • Minimum of 6 years of related experience as a Chief of Staff and/or Senior level executive assistant, supporting C-Suite Executives.
  • Advanced proficiency in Google Suite, Microsoft Office, and Workday.
  • Heavy international coordination experience: calendar arrangements, dealing with multiple time zones, travel arrangements, scheduling (professional and personal).
  • Excellent written and verbal communication skills, including experience drafting and editing professional correspondence for internal and external stakeholders.
  • Experience managing confidential and sensitive information with a high degree of discretion and professionalism.
  • Experience coordinating travel arrangements, including domestic and international travel.
  • Attention to detail and accuracy, preparing reports, presentations, and executive documents.

Preferred Qualifications:

  • Experience in a BPO or similar industry, with an understanding of industry-specific administrative needs in Finance and/or Human Resources.
  • Strong organizational and time management skills, with the ability to manage multiple tasks.
  • Bachelor's degree in Business Administration, Communications, or a related field.
  • Certification in office administration or executive assistance (e.g., Certified Administrative Professional).

Work Location / Work Schedule / Travel: Remote work option available in the Philippines, Colombia, or India, with US hours and flexibility to assist on off days if needed. Minimal annual travel required.