Executive Assistant

4 days ago

Taguig, National Capital Region, Philippines The Aivee Group Full time

The Executive Assistant will provide high-level administrative, operational, and strategic support to the General Manager, ensuring their time, priorities, and communications are effectively managed. This role requires exceptional organizational skills, discretion, and the ability to coordinate across multiple business units, including The Aivee Group's clinics, lifestyle ventures, and innovation-driven enterprises. The EA will act as a trusted liaison between the executive office and internal/external stakeholders, enabling the leadership team to focus on high-impact decisions and enterprise growth.

Executive & Administrative Support

  • Manage the GM's schedule, meetings, and travel arrangements
  • Prepare minutes of meetings, accomplishment updates, and structured documentation
  • Maintain and update records, trackers, and performance reports

Reports and Data Management

  • Prepare weekly and monthly consolidated reports from different departments
  • Track KPIs, timelines, and deliverables required by the GM
  • Create summary dashboards, comparison sheets, and performance updates
  • Ensure timely submission of departmental reports

Communication & Documentation

  • Draft, review, and finalize memos, announcements, and official correspondence
  • Serve as first point-of-contact between GM and internal teams
  • Relay updates, instructions, and follow-ups to ensure completion of assignments
  • Coordinate internal and external communications professionally

Meeting Coordination & Follow-through

  • Arrange strategic meetings, prepare briefing documents, and secure pre-requisites
  • Document agreements, timelines, and pending items
  • Follow up with departments to ensure execution of action points

Project Support & Coordination

  • Support GM in monitoring major initiatives and cross-functional activities
  • Coordinate with vendors, service providers, and business partners when needed
  • Assist in preparation of presentations and status updates

Ad Hoc Support

  • Represent the GM when delegated
  • Perform other duties that support operational effectiveness and executive delivery

Qualifications

  • Minimum of 3 years' experience as an Executive Assistant, preferably supporting C-level executives.
  • Bachelor's degree in Business, Management, Communications, or a related field.
  • Strong organizational, multitasking, and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Office Suite, Google Workspace, and other productivity tools.
  • High level of discretion, integrity, and professionalism.
  • Ability to work in a fast-paced, dynamic environment with shifting priorities.

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