Executive Assistant

2 days ago

Manila, National Capital Region, Philippines Rippedboxstation Full time ₱1,500,000 - ₱3,000,000 per year


Position: Executive Assistant

Number of hours: 20 hours/week
Schedule: London Time

Tasks required:

  • Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

  • Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

  • Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed
    Processing of documents for various visa

  • Handle and process hotel reservation, book a flight for travel, car rental, etc.
    Good email correspondence with partners and clients and teams regarding calendar meetings

  • Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

  • Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

  • Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

  • Handle sensitive and confidential information with the utmost discretion and professionalism

  • Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

  • Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

  • Other ad hoc tasks that would be assigned

Requirements:

  • Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role

  • Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)

  • Strong proficiency in office software and communication tools (MS Excel, MS Outlook, MS Powerpoint, etc.)

  • Knowledge of online calendars and scheduling (Calendly, Google Calendar)

  • Excellent verbal and written English communication skills

  • Discretion and the ability to handle confidential information

  • Excellent phone, email and instant messaging communication skills

  • Highly organized and detail-oriented; able to efficiently prioritize multiple tasks

  • Adaptability and a proactive mindset

  • Professional demeanor and strong interpersonal skills

  • Ability to work independently and in a team-oriented environment

  • Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision


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