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Executive Assistant US Support

3 weeks ago

Cebu City, Central Visayas, Philippines Kaptan Talent Solutions, Inc. Full time

Position Overview:

The Executive Assistant will play a critical role in supporting our CXO by providing comprehensive administrative assistance, facilitating communication, and ensuring the smooth execution of daily activities and special projects. This position requires a proactive and detail-oriented individual who can manage tasks with discretion and efficiency.

Employment Time: Full-time

Work Set-up: Hybrid (2-3x/week, Cebu IT Park Mabuhay Tower)

Key Responsibilities:

  • Administrative Support: Deliver full-spectrum administrative support to the CXO, managing schedules, meetings, and travel plans to enhance efficiency and focus.
  • Calendar Management: Strategically organise and prioritise the CXO's calendar to maximise productive time, ensuring seamless scheduling of appointments and meetings.
  • Communication Liaison: Serve as the primary communication link between the CXO and both internal and external stakeholders, ensuring professional and timely exchanges.
  • Meeting Coordination: Efficiently manage meeting logistics, including the preparation of agendas, minute taking, and the tracking of follow-up tasks.
  • Document Preparation: Support in drafting, editing, and proofreading documents to produce high-quality reports, presentations, and correspondence.
  • Event Planning: Organise and oversee special events, company-wide meetings, and engagements, ensuring successful execution from inception to post-event activities.
  • Project Management: Assist on various strategic projects requiring the CXO's engagement, managing timelines and deliverables effectively.
  • Travel Coordination: Arrange detailed domestic and international travel itineraries, ensuring all logistics, including flights, hotels, and transportation are meticulously planned.
  • Confidentiality: Uphold the highest levels of confidentiality and integrity when managing sensitive information.
  • Special Initiatives: Provide support on special projects and assignments as they arise, adapting to the needs of the organisation and CXO.

Qualifications:

  • Experience: 5+ years of experience as an Executive Assistant or in a comparable role, preferably supporting C-level executives.
  • Preferably has experience as an Executive Assistant in the U.S. or supporting U.S.-based executives.
  • Experience handling multiple time zones and country-specific travel requirements (visas, policies, etc.)

Skills:

  • Organisational Excellence: Demonstrated ability to manage multiple priorities with exceptional organisational and time-management skills.
  • Communication Proficiency: Excellent written and verbal communication skills to interact effectively with a diverse group of stakeholders.
  • Technical Savvy: Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and other office management software.
  • Autonomous Operation: Capable of working independently, prioritising tasks in a dynamic work environment.
  • Discretion: High level of discretion, maintaining confidentiality in all aspects of work.
  • Detail-Oriented: Exceptional attention to detail with strong problem-solving skills.

Job Type: Full-time

Pay: Php80, Php100,000.00 per month

Work Location: In person