Executive Assistant, Quezon City

The Executive Assistant provides high-level administrative support to senior executives by managing schedules, coordinating meetings, handling communications, and ensuring efficient daily operations. This role requires exceptional organizational skills, strong attention to detail, professionalism, and the ability to maintain confidentiality.

Executive Support

• Manage and maintain executive calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare and organize documents, presentations, and reports for meetings and executive reviews.
• Handle email correspondence, screen calls, and act as a point of contact between executives and internal/external stakeholders.
• Ensure executives are prepared with necessary materials and information before meetings and events.

Administrative Management

• Organize, prioritize, and follow up on projects, tasks, and deadlines.
• Draft letters, memos, minutes, and other communications.
• Maintain confidential records, files, and documentation with accuracy and discretion.
• Coordinate logistics for conferences, events, and team activities.

Communication & Coordination

• Liaise with internal departments, clients, and external partners on behalf of executives.
• Facilitate smooth information flow across departments and ensure timely follow-ups.
• Manage relationships with key stakeholders, ensuring professional and prompt communication.

Travel & Expense Management

• Book domestic and international travel, including flights, accommodations, visas, and itineraries.
• Track and process expense reports, reimbursements, and budget documentation.

Office & Project Support

• Assist in special projects, research, and data gathering as needed.
• Support team operations by ordering supplies, coordinating office resources, and improving administrative processes.
• Maintain a high level of professionalism and represent the executive in interactions.

Qualifications

Education

• Bachelors degree preferred (Business Administration or related field).

Experience

• 25 years of experience as an Executive Assistant or in a similar administrative role.
• Experience supporting senior leadership is an advantage.

Skills

• Outstanding organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools.
• Ability to handle confidential information with discretion.
• Strong problem-solving and decision-making skills.
• High attention to detail and accuracy.

Attributes

• Professional, composed, and reliable.
• Proactive and able to anticipate needs.
• Flexible and adaptable to fast-paced environments.
• Strong interpersonal skills and customer-service mindset.