Job Summary

The Executive Assistant (EA) provides high-level administrative, organizational, and confidential support to the CEO or Executive Management. The role ensures the efficient management of executive schedules, communications, meetings, and strategic priorities while acting as a liaison between executives, employees, clients, suppliers, and external stakeholders. The EA is expected to exercise sound judgment, maintain strict confidentiality, and proactively anticipate executive needs.

Key Duties and Responsibilities

Executive Support

• Manage and maintain the executive's calendar, appointments, meetings, and events.
• Screen and prioritize phone calls, emails, and correspondence.
• Arrange business travel, accommodations, transportation, and travel itineraries.
• Prepare daily schedules, reminders, and briefing materials.
• Handle confidential documents and sensitive information with discretion.
• Monitor deadlines and ensure timely completion of executive commitments.

Administrative Management

• Prepare reports, presentations, business letters, memoranda, and official correspondence.
• Organize, maintain, and update physical and electronic filing systems.
• Maintain records, contracts, permits, and executive documents.
• Monitor office supplies and coordinate procurement when necessary.
• Process reimbursements, petty cash requests, and expense reports.

Meeting Coordination

• Schedule meetings with internal and external stakeholders.
• Prepare meeting agendas and presentation materials.
• Attend meetings when required and record accurate Minutes of Meeting (MOM).
• Monitor action items and follow up on pending deliverables.

Communication and Coordination

• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Coordinate with department heads regarding executive directives.
• Draft professional emails, announcements, and communications on behalf of management.
• Build and maintain positive relationships with clients, suppliers, government agencies, and business partners.

Project and Operations Support

• Assist in special projects assigned by the CEO or Executive Management.
• Conduct research and gather information for executive decision-making.
• Monitor project timelines and ensure completion of assigned tasks.
• Track departmental reports and operational updates.

Confidentiality and Compliance

• Maintain confidentiality of company records, strategic plans, and executive communications.
• Ensure compliance with company policies and legal requirements.
• Safeguard confidential business information at all times.

Qualifications

• Bachelor's Degree in Business Administration, Management, Office Administration, or a related field.
• At least 2–5 years of experience as an Executive Assistant, Executive Secretary, or Administrative Assistant supporting senior executives.
• Excellent written and verbal communication skills in English and Filipino.
• Highly organized with exceptional time management and multitasking abilities.
• Strong analytical and problem-solving skills.
• High level of professionalism, integrity, and discretion.
• Ability to work under pressure and meet deadlines.