Executive Assistant to the CEO

Department:

Office of the CEO

Reports To:

Chief Executive Officer

Location:

Ortigas, Pasig | Full-Time Onsite | Day Shift

Role Overview:

The Chief of Staff / Executive Assistant to the CEO serves as the right hand of the CEO—providing strategic, operational, and administrative support to ensure leadership effectiveness, organizational alignment, and execution excellence.

This role goes far beyond traditional executive assistance. It involves managing key projects, coordinating cross-departmental initiatives, driving accountability across teams, preparing high-level reports, and representing the CEO in internal and external interactions.

The ideal candidate is sharp, highly organized, discreet, and proactive—a natural problem solver with exceptional communication skills and the ability to anticipate needs before they arise.

Key Responsibilities:
1. Executive & Strategic Support

• Act as a strategic partner and sounding board to the CEO in daily decision-making and project prioritization.
• Prepare executive briefs, presentations, and reports for internal meetings, investor sessions, and external stakeholders.
• Track key initiatives and ensure follow-through on action items across departments.
• Manage the CEO's calendar, schedule meetings, and coordinate priorities to maximize productivity and impact.
• Attend meetings on behalf of the CEO when required; summarize and ensure next steps are executed.
• Handle confidential and sensitive information with utmost discretion.

2. Operational Alignment & Project Management

• Oversee cross-functional alignment between departments (Sales, Operations, HR, Finance, Marketing).
• Develop systems for tracking performance metrics, KPIs, and deliverables for leadership review.
• Coordinate and monitor key projects—ensuring deadlines are met and goals are achieved.
• Support the rollout of company-wide initiatives such as digital transformation, culture programs, and organizational development.
• Identify operational bottlenecks and propose solutions to improve efficiency.

3. Communication & Coordination

• Act as a bridge between the CEO and internal/external stakeholders—ensuring clarity, accuracy, and professionalism.
• Draft high-quality correspondence, memos, and announcements on behalf of the CEO.
• Coordinate meetings, leadership offsites, and major company events.
• Ensure the CEO is fully briefed before all key engagements.

4. Administrative Excellence

• Manage travel arrangements, reimbursements, and logistics for CEO and executive-level guests.
• Maintain organized filing systems for documents, reports, and project trackers.
• Oversee daily office management in coordination with the Operations team.
• Support HR initiatives related to leadership hiring, performance reviews, and internal communications.

Qualifications:

• Bachelor's degree in Business Administration, Management, Communications, or related field.
• Minimum 5–8 years of experience in an Executive Assistant, Chief of Staff, or Senior Operations role (preferably in a fast-paced or entrepreneurial organization).
• Excellent command of English—both written and spoken.
• Strong analytical, project management, and organizational skills.
• High emotional intelligence and ability to manage relationships across all levels.
• Proficiency in productivity and reporting tools (Google Workspace, Excel, CRM, project trackers).
• Discretion, integrity, and professionalism in handling sensitive information.
• Proven ability to work under pressure and manage competing priorities.

Key Performance Indicators (KPIs):

• Timeliness and accuracy of CEO reports, briefs, and deliverables
• % of tasks and projects completed on time across departments
• Meeting preparation quality and follow-up execution rate
• Communication turnaround time
• CEO satisfaction and leadership team feedback
• Operational improvements or systems introduced quarterly

Personality & Work Style Fit:

• Strategic thinker with strong attention to detail
• Highly resourceful and solution-oriented
• Professional yet personable; capable of managing up and down
• Thrives in an environment of speed, change, and ambition
• Confident handling high-stakes communication and decisions

Compensation & Benefits:

• Competitive salary package (₱60,000 – ₱90,000/month depending on experience)
• Performance-based incentives
• HMO coverage after probation
• Direct exposure to executive decision-making and leadership development
• Clear career path toward Operations Director or Chief Operating Officer

Why Join Us:

At Optimo International Group / The Sales Machine, you won't just manage schedules—you'll shape the company's direction.

This is a rare opportunity to work directly with a visionary CEO, contribute to high-impact initiatives, and grow into a strategic leadership role as the company scales.

---