Executive Assistant

Orchestrate Seamless Operations for Global Financial Leaders

Our client delivers strategic financial solutions for wealth creators, retirees, and business owners. They provide clarity, protection, and actionable guidance across superannuation, investments, estate planning, and business structures. Renowned for their tailored approach, they empower clients to achieve financial confidence and long-term success. With a track record of transforming complex financial goals into clear, achievable strategies, they foster a dynamic, high-performing environment where professionals can grow, make an impact, and contribute to meaningful client outcomes.

Your Role at a Glance

Be part of our client's team as an Executive Assistant, keeping operations seamless and schedules on track. You'll coordinate meetings, manage communications, support marketing and PR initiatives, and handle key projects-playing a pivotal role in driving efficiency, organization, and success for both clients and leadership.

Career Snapshot

Employment type: Full-time

Shift: Day Shift, Weekends Off

Work setup: Work from home (7am to 4pm PHT)

Perks of the Role

• Day 1 HMO coverage with free dependent
• Competitive Salary Package
• Permanent WFH arrangement
• Prime office location in Makati, Ortigas and Pampanga (Easy access to MRT stations, conveniently accessible by PUVs, with nearby restaurants, and banks)
• Fixed weekends off
• Day shift schedule
• Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit )
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

What You'll Bring

• 3 to 5 years of experience as an executive or personal assistant

Key Contributions

Calendar & Scheduling Support

• Manage calendars and book client meetings, internal meetings, and partnership catch-ups
• Support the Advice Associate by helping to schedule catch-ups with referral partners and clients
• Ensure meetings are prepared (meeting links, client files, agenda notes ready)
• Reschedule meetings promptly if changes occur and notify all parties

Communication & Coordination

• Act as first point of contact for scheduling and general client communication
• Send meeting confirmations, reminders, and follow-ups
• Coordinate with internal team members to ensure task completion
• Maintain professional, friendly, and efficient communication standards

Document & Process Support

• Assist with preparing and reviewing client-facing correspondence
• Upload, track, or distribute files as directed by management or advisers
• Support tracking processes when asked, ensuring reminders and clean-up steps are followed

PR & Media Opportunities (SourceBottle)

• Check SourceBottle and related emails for potential media/PR opportunities
• Shortlist relevant "Experts Needed" requests in focus areas
• Provide shortlist to management for approval before submitting applications
• Draft and submit approved applications
• Log activities in tracking sheet and inform management only when an interview or meeting is arranged

Marketing & Client Engagement Support

• Help maintain contact lists and ensure data accuracy in CRM systems
• Add new clients/prospects to CRM after moving from discovery sheets
• Support newsletter and campaign coordination with updated client data

Internal Task & Project Support

• Assist management with administrative tasks (event coordination, travel, file management)
• Support execution and documentation for workshops, PR campaigns, or public speaking events
• Ensure deadlines are met and items requiring follow-up are flagged

Reporting & Accountability

• Provide weekly task progress updates to management
• Maintain records of completed and pending tasks
• Ensure continuity if away by clearly documenting responsibilities and updates

Personal Tasks - Leadership Support

Personal Schedule & Admin Support

• Manage and maintain personal and professional calendars
• Ensure reminders are set for key personal dates (birthdays, anniversaries, health checkups)
• Coordinate personal errands and logistics, such as bookings, deliveries, and travel arrangements

Communication & Correspondence

• Screen, prioritize, and manage incoming personal emails or calls
• Draft or send personal correspondence as directed
• Maintain discretion and confidentiality with all communications

Travel & Event Planning

• Research and arrange personal or combined business trips, including flights, accommodation, and transport
• Coordinate with event organizers or personal contacts for retreats, conferences, or charity events
• Prepare itineraries with key details (times, contacts, locations)

Personal Finance Coordination

• Liaise with management and external professionals to ensure smooth personal administration
• Track key personal and household expenses or reimbursements
• Ensure sensitive financial information remains confidential and appropriately filed

Projects & Vision Support

• Support personal creative or growth projects (book launches, retreats, public speaking engagements)
• Assist in scheduling and logistics for collaborations tied to personal goals
• Maintain ongoing list of commitments with due dates and progress status

Personal Wellbeing & Balance

• Proactively manage schedule to prevent burnout
• Protect time blocks for rest, reflection, and relationship commitments

Welcome to Emapta Philippines

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here with competitive compensation, international clients, and a work culture focused on collaboration and innovation. Work with global clients across industries, supported by a solid foundation and professionals passionate about making an impact. We empower your success with opportunities for both personal and professional development in an inclusive environment. Apply now and be part of the #EmaptaEra