Executive Assistant

4 days ago

Quezon City, National Capital Region, Philippines M2.0 Communications Inc. Full time ₱30,000 - ₱60,000 per year

Key Responsibilities

  • Executive Support:

  • Manage the COO's calendar, schedule meetings, and handle daily tasks to ensure deadlines are met.

  • Prepare meeting agendas, materials, and follow-ups.

  • Prioritize and manage incoming communications.

  • Project Coordination:

  • Support operational projects by tracking progress and deliverables.

  • Coordinate project meetings, create presentations, and compile reports.

  • Provide regular updates to the COO.

  • Communication and Liaison:

  • Serve as the primary contact between the COO and stakeholders.

  • Draft and review professional communications and documents.

  • Handle sensitive information with discretion.

  • Office and Operational Support:

  • Manages operational documentation, performance reports, and ensures streamlined interdepartmental workflows to support daily business continuity.

  • Event Planning and Travel Management:

  • Oversees end-to-end planning of executive travel and company events, ensuring adherence to policy, accuracy in logistics, and executive readiness through detailed itineraries.

  • Travel Arrangements:

  • Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance.

  • Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies.

  • Prepare detailed travel briefs and itineraries for executives and stakeholders.

  • Visa & Immigration Processing:

  • Manage visa, work permit, and immigration processes.

  • Coordinate with agencies and consulates to ensure timely document submission and compliance.

  • Embassy & Consular Coordination:

  • Facilitates embassy coordination for document authentication, scheduling, and travel clearance.

  • Maintains meticulous records of consular activities..

  • Medical & Health Support:

  • Coordinates confidential healthcare logistics for the executive and their family members.

  • Manage medical logs, liaise with healthcare providers, and handle insurance and claims.

  • Personal & Family Assistance:

  • Oversee personal calendar items, errands, and family needs.

  • Coordinates with household staff and maintains updated contacts for service providers, healthcare professionals, and personal networks.

  • Additional Duties:

  • Assist with special projects and research.

  • Proactively suggest improvements to enhance operational efficiency.

Minimum Qualifications
Education and Experience:

  • Bachelor's degree in Business Administration, Communications, or a related field.
  • Open to fresh graduates. Relevant internships or coursework in administrative support or operations is a plus.

Skills

  • Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
  • Strong verbal and written communication skills.
  • Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
  • Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Strong problem-solving skills, decision-making, and attention to detail.
  • Ability to work independently, show initiative, and be resourceful.

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