Executive Assistant to the CEO

4 days ago

Manila, National Capital Region, Philippines KMC Solutions Full time ₱1,200,000 - ₱3,600,000 per year

We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive administrative support to senior executives. This role involves managing a wide range of business and personal administrative tasks, ensuring seamless operations, and maintaining confidentiality. The ideal candidate will be detail-oriented, adaptable, and capable of handling multiple priorities in a fast-paced environment.

Key Responsibilities

  • Administrative Support:

  • Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.

  • Coordinate and prepare materials for meetings, presentations, and reports, ensuring accuracy and timeliness.
  • Handle incoming and outgoing correspondence, including emails, phone calls, and written communications, prioritizing as needed.

  • Business Administration:

  • Organize and maintain confidential business documents, contracts, and records.

  • Assist with project coordination, tracking deadlines, and ensuring deliverables are met.
  • Liaise with internal and external stakeholders to facilitate communication and follow-ups on behalf of executives.

  • Personal Administration:

  • Manage personal tasks for executives, such as arranging personal appointments, travel, or event planning as required.

  • Handle personal correspondence and errands discreetly and efficiently.
  • Coordinate with household staff or vendors for personal-related tasks when necessary.

  • Event and Travel Coordination:

  • Plan and execute corporate events, meetings, or team offsites, including logistics and vendor coordination.

  • Arrange complex domestic and international travel itineraries, including flights, accommodations, and transportation.

  • Confidentiality and Discretion:

  • Maintain strict confidentiality of sensitive business and personal information.

  • Handle sensitive matters with professionalism and discretion.

  • Operational Efficiency:

  • Streamline administrative processes to enhance efficiency and productivity.

  • Anticipate the needs of executives and proactively address potential issues.
  • Manage office supplies, expense reports, and budget tracking for administrative tasks.

Qualifications

  • Bachelor's degree in Business Administration, Office Management, or a related field preferred.
  • 3+ years of experience as an administrative assistant, preferably supporting C-level executives.
  • Experience managing both business and personal administrative tasks.
  • Familiarity with coordinating complex schedules and travel arrangements.
  • Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar, Microsoft Teams).
  • Strong written and verbal communication skills for professional correspondence.
  • Ability to multitask and adapt to changing priorities in a dynamic environment.
  • Familiarity with expense reporting and budget tracking tools is a plus.

  • Attributes:

  • High level of professionalism, integrity, and discretion.

  • Proactive and resourceful with strong problem-solving skills.
  • Excellent interpersonal skills to interact with diverse stakeholders.
  • Ability to work independently and as part of a team.

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