Executive Assistant

We are currently looking for an organized and proactive EXECUTIVE ASSISTANT to join the Manila office.

The successful candidate will be central to the smooth running of our office and will provide comprehensive support to the CEO. This dual role requires a unique blend of administrative, communication, and managerial skills along with the ability to handle confidential information with discretion

RESPONSIBILITIES:

Calendar Management:

• Organize and maintain the CEO's calendar, ensuring it includes scheduling meetings, conferences, and travel.
• Monitor the CEO's schedule to ensure it is followed and respected, providing timely reminders and preparing necessary materials.

Communication Management:

• Handle incoming and outgoing communications for the CEO, including managing emails, phone calls, and postal mail.
• Serve as the primary liaison between the CEO and other executives, staff, and external partners to facilitate smooth communication.
• Create and maintain organized filing systems for critical company and executive documents, and assist with obtaining necessary signatures.

Document and Presentation Preparation:

• Prepare business correspondence, reports, and presentations for the CEO.
• Ensure all documents are accurate and uphold the highest standards of confidentiality.

Meeting Coordination:

• Coordinate board meetings and executive sessions, including setting agendas, organizing logistics, and preparing all necessary materials.
• Take accurate minutes during meetings and ensure follow-up on action items.

Travel Arrangements:

• Manage all travel-related tasks for the CEO, including booking flights, hotels, and car rentals, and creating comprehensive travel itineraries.
• Handle travel-related expenses and prepare expense reports for approval and reimbursement.
• Assist with visa applications and other administrative travel tasks as needed.

Office and Events Management:

• Support event management by coordinating with internal and external stakeholders, maintaining project timelines, and ensuring deliverables are met.

Confidentiality:

• Manage and protect sensitive information with the utmost integrity and confidentiality.

Office Management:

• Assist with the schedules of Office Assistants, such as Drivers or Messengers.
• Support office layout planning and moves, as well as manage and maintain IT infrastructure.
• Organize office operations, including maintaining the inventory of office supplies and equipment, and managing third-party service providers.
• Provide general support to visitors and help create a welcoming office environment.

QUALIFICATIONS:

• Bachelor's degree in Business Administration or a related field preferred.
• 3-5 years of previous experience in an administrative/assistant role reporting directly to upper management.
• Strong organizational, project management, and problem-solving skills.
• Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.
• Proficient in Microsoft Office Suite and comfortable learning new software and systems.
• Strong written and verbal communication skills (both Tagalog and English).
• Ability to handle confidential information with discretion.
• Must be able to multitask and prioritize work effectively.

We are on the lookout for a dynamic individual who brings energy and a can-do attitude to our team, rather than years of experience.

Job Type: Full-time

Benefits:

• Company events
• Opportunities for promotion
• Promotion to permanent employee

Ability to commute/relocate:

• Makati City: Reliably commute or willing to relocate with an employer-provided relocation package (Required)

Education:

• Bachelor's (Required)

Experience:

• Calendar Management: 3 years (Required)
• Travel Arrangements: 3 years (Required)
• Office Management: 3 years (Required)

Language:

• English (Required)

Work Location: In person

Expected Start Date: 10/06/2025