Executive Assistant

1 day ago

Quezon City, National Capital Region, Philippines M2.0 Communications Inc. Full time $40,000 - $80,000 per year
Job Title: Executive Assistant

Full-Time Onsite, Monday to Friday ( 8 am - 5 pm)

Position Summary

This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information.

Key Responsibilities

Executive Support:
  • Manage the COO's calendar, schedule meetings, and arrange appointments.
  • Prioritize and organize daily tasks, ensuring all deadlines are met.
  • Coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings.
  • Handle and prioritize incoming communications, including emails, phone calls, and correspondence.

Project Coordination
  • Assist with the planning and execution of key operational projects by tracking progress and ensuring that deadlines and deliverables are met.
  • Assist various teams across the organization by coordinating project meetings, creating presentations, and gathering and organizing data and reports.
  • Track the status of operational initiatives and provide updates to the COO.

Communication & Liaison
  • Act as the main point of contact between the COO and internal/external stakeholders, ensuring professional and effective communication.
  • Draft and proofread emails, presentations, reports, and other documents on behalf of the COO.
  • Manage confidential and sensitive information with discretion and professionalism.

Office And Operational Support
  • Manage and organize documents, contracts, and records related to operations.
  • Assist with the preparation of operational reports and performance tracking documents.

Event Planning And Travel Management
  • Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance.

Travel Arrangements
  • Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance.
  • Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies.
  • Prepare detailed travel briefs and itineraries for executives and stakeholders.

Visa & Immigration Processing
  • Manage visa applications, work permits, and other immigration documentation for executive travel.
  • Liaise with visa agencies, consulates, and immigration consultants to ensure timely submission and processing of documents.

Embassy & Consular Coordination
  • Communicate with embassies and consulates for appointment scheduling, documentation requirements, and urgent travel approvals.
  • Ensure proper notarization, legalization, and authentication of documents as required by destination countries.
  • Keep accurate records of embassy visits, correspondence, and related documentation.

Medical & Health Support
  • Schedule and manage doctor, specialist, and medical appointments for the executive and their family members.
  • Maintain a confidential log of medical appointments, prescriptions, and follow-up actions.
  • Coordinate with medical providers, clinics, and pharmacies for health-related needs.
  • Handle medical insurance documents and claims processing as required.

Personal & Family Assistance
  • Manage personal calendar items, including family events, school meetings, and appointments.
  • Liaise with household staff, drivers, or nannies to ensure smooth operations for the family.

Qualifications

Minimum Qualifications:
  • Bachelor's degree in Business Administration, Communications, or a related field.
  • Skills:
  • Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
  • Strong verbal and written communication skills.
  • Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
  • Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Strong problem-solving skills, decision making, and attention to detail.
  • Ability to work independently, show initiative, and be resourceful.

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