Executive Assistant to Senior Leadership

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative and operational support to three senior executives within our leadership team. This individual will play a critical role in enabling our executives to focus on high-value strategic initiatives by ensuring that day-to-day operations, client communications, and business development activities run efficiently and effectively.

The ideal candidate will be proactive, detail-oriented, and capable of juggling multiple priorities with professionalism and discretion. Experience working with U.S.-based executives and a strong understanding of cross-cultural communication is essential.

Key Responsibilities

Executive Support

• Manage complex calendars, schedule meetings, and coordinate internal and external appointments across multiple time zones.

• Arrange domestic and international travel logistics, including flights, hotels, ground transportation, and itineraries.

• Prepare and organize materials for meetings, presentations, and client interactions.

• Handle confidential information with the utmost discretion and professionalism.

Business Development & Client Relations Support

• Assist with drafting and formatting business proposals, presentations, and client communications.

• Track and follow up on business development initiatives, including pipeline activity, client meetings, and key deliverables.

• Support marketing or client engagement campaigns by coordinating schedules, preparing outreach materials, and maintaining contact databases.

Operations & Strategic Initiatives

• Monitor progress of key operational and strategic initiatives led by the executives and ensure follow-through on action items.

• Prepare executive correspondence, memos, and reports with accuracy and clarity.

• Collaborate with other departments (Operations, HR, Finance, Marketing) to ensure alignment with company priorities.

• Manage expense reporting and budget tracking for executive-related activities.

Work Hours / Time Zone

• This position requires daily collaboration with U.S.-based executives and teams.

• The standard working schedule aligns with U.S. Eastern Time (ET) business hours: typically 8:30 a.m. – 5:30 p.m. ET (equivalent to 8:30 p.m. – 5:30 a.m. Philippine Time).

• Flexibility is required for occasional early morning or late evening calls to accommodate global meetings and deadlines.

Qualifications

• Bachelor's degree in Business Administration, Communications, or related field preferred.

• 7+ years of experience as an Executive Assistant supporting senior-level executives, preferably in a global or U.S.-based organization.

• Strong organizational and multitasking skills, with a demonstrated ability to manage competing priorities.

• Exceptional written and verbal communication skills in English.

• High level of integrity, discretion, and professionalism when handling confidential information.

• Proficiency with productivity tools such as Microsoft 365 (Outlook, Word, Excel, PowerPoint) and CRM systems.

• Experience coordinating across international time zones and working in a fast-paced, dynamic environment.

• Strong understanding of U.S. business culture and executive communication etiquette.

Preferred Traits

• Proactive and resourceful with a "no task too small" attitude.

• Strong attention to detail and follow-through.

• Ability to anticipate the needs of multiple executives and take initiative.

• Team player who thrives in a collaborative, cross-functional environment.

Compensation & Benefits

At Piedmont, we recognize that our success begins with our people. Your well-being and development matter deeply to us, which is why we offer a range of benefits, learning opportunities, and flexible work arrangements to help you grow your career while maintaining personal balance.

We take pride in fostering a diverse and inclusive workplace where individuals from all backgrounds are empowered to contribute their perspectives and ideas. Our culture of collaboration, respect, and continuous improvement drives our shared mission: To redefine excellence in fund administration through people, process, and technology.