Executive Assistant

Job Description

Executive Assistant

Position Purpose

The Executive Assistant provides comprehensive administrative, operational, and coordination support primarily to the Chief Executive Officer, while also supporting other top-level executives as needed.

This role ensures efficient management of executive schedules, communications, priorities, and administrative processes. The Executive Assistant handles sensitive information with discretion, supports day-to-day executive activities, and helps enable timely decision-making and smooth execution of company initiatives.

Essential Functions and Responsibilities:

Executive Support & Calendar Management

• Manage and coordinate the calendars of the Chief Executive Officer and other top executives, including meetings, appointments, and events.
• Ensure executives are properly briefed, prepared, and on schedule for all commitments.
• Organize meeting logistics, including agendas, materials, minutes, and follow-up actions.
• Prioritize and adjust schedules based on urgency, business priorities, and executive direction.
• Anticipate scheduling conflicts and proactively resolve them.

Communication & Coordination

• Serve as a central point of contact between executives and internal and external stakeholders.
• Manage calls, messages, emails, and correspondence on behalf of executives, exercising appropriate judgment on prioritization and response.
• Facilitate communication across departments and help ensure alignment on executive directives.
• Track action items and follow up to ensure timely completion.
• Handle confidential and sensitive communications with discretion.

Administrative & Operational Support

• Perform administrative tasks including documentation, filing, reporting, and records management.
• Maintain organized, secure, and accessible filing systems (digital and physical).
• Ensure proper handling and storage of confidential executive and company documents.

Travel & Logistics

• Arrange travel, accommodations, and itineraries for executives.
• Ensure all travel requirements, documents, visas, and schedules are properly coordinated and confirmed.
• Monitor changes and provide timely updates to executives.

Research & Executive Task Support

• Conduct research, prepare summaries, and gather information as required by executives.
• Assist in preparing presentations, reports, and briefing materials.
• Handle ad hoc requests, problem-solving tasks, and executive-level coordination.
• Support special projects and initiatives as assigned by the Chief Executive Officer or other supported executives.

General Responsibilities

• Maintain up-to-date knowledge of company rules, policies, procedures, and guidelines, and consistently apply them in the performance of duties.
• Remain accountable to the Chief Executive Officer (and, where applicable, other supported executives) for assigned tasks, work performance, compliance with instructions, and adherence to company standards.
• Exercise sound judgment, professionalism, and confidentiality in all interactions and in the handling of sensitive information.
• Perform other reasonable duties and responsibilities as may be assigned by the Chief Executive Officer in support of executive priorities and organizational objectives.

Key Competencies

• Strong organizational and time-management skills with the ability to manage multiple priorities and competing demands.
• Excellent written and verbal communication skills.
• High level of discretion, integrity, and ability to handle confidential information.
• Strong attention to detail and accuracy in documentation and finance-related tasks.
• Proactive, solutions-oriented, and able to anticipate needs.
• Ability to work effectively with senior executives and cross-functional stakeholders.
• Proficiency in calendar management, office productivity tools, and basic financial/administrative systems.
• Sound judgment in prioritizing tasks and escalating issues appropriately.

Recommended Qualifications

• Bachelor’s degree in Business Administration, Office Administration, or a related field is preferred.
• At least 3–5 years of experience as an Executive Assistant or in a similar senior administrative support role, preferably supporting C-level executives.
• Experience handling confidential matters, calendar management, travel coordination, and administrative/financial support tasks.
• Strong proficiency in Microsoft Office (or equivalent) and digital collaboration tools.
• Experience in a remote or hybrid work environment is an advantage.

Pay: Php20,000.00 - Php25,000.00 per month

Benefits:

• Promotion to permanent employee

Work Location: In person