Executive and Administrative Support

Pay: ₱25,000.00 - ₱40,000.00 per month

Job description:

Executive and Administrative Support

• Manage the Managing Director’s calendar, appointments, meetings, reminders, deadlines, and daily priorities.
• Coordinate schedules and activities across the Managing Director’s different professional responsibilities.
• Organize meetings and prepare the necessary agendas, documents, presentations, and reference materials.
• Attend meetings, take clear and accurate minutes, and distribute the minutes promptly.
• Record decisions, assigned responsibilities, deadlines, and action items.
• Follow up with relevant individuals to ensure that agreed action items are completed.
• Draft and format memos, letters, announcements, reports, presentations, and other business communications.
• Review documents and communications for accuracy, clarity, grammar, formatting, and completeness.
• Organize emails, messages, files, and requests according to importance and urgency.
• Maintain orderly digital and physical filing systems.
• Perform basic record keeping, data entry, documentation, and document control.
• Maintain updated trackers, contact lists, schedules, directories, and administrative records.
• Handle confidential business, patient, employee, and personal information with complete discretion.
• Coordinate business and personal travel, reservations, transportation, and itineraries when required.
• Assist with special projects and other reasonable duties assigned by the managing director

Coordination with Suppliers and External Parties

• Communicate professionally with suppliers, service providers, consultants, partners, and other external parties.
• Request quotations, proposals, product information, and supporting documents.
• Facilitate meetings and communications between the Managing Director, internal teams, and suppliers.
• Maintain complete and organized supplier records, quotations, purchase-related documents, contracts, and correspondence.
• Monitor requests, deliveries, commitments, and deadlines.
• Follow up proactively on outstanding requirements and provide the Managing Director with timely updates.
• Escalate delays, discrepancies, and concerns before they affect operations.
• Help compare supplier proposals and organize information for management review and decision-making.

Patient Concierge and Clinic Support

• Provide patients with a warm, polished, and responsive experience when they visit the clinic
• Respond professionally to inquiries received through phone, email, messaging platforms, and approved clinic channels.
• Assist in maintaining accurate patient information and properly document relevant communications.
• Gather patient feedback and identify opportunities to improve the patient experience.
• Assist in invoice preparation

Organization and Follow-Through

• Create and maintain practical systems for tracking meetings, documents, tasks, deadlines, and pending decisions.
• Keep the managing director informed of urgent matters, upcoming commitments, and unresolved concerns.
• Anticipate administrative and operational needs instead of waiting to be instructed.
• Manage multiple priorities without losing accuracy or attention to detail.
• Ensure that important requests, commitments, and follow-ups do not fall through the cracks.
• Help improve administrative processes, templates, filing systems, and standard operating procedures.

Qualifications

• At least 3 years of relevant experience in executive assistance, administration, project coordination, healthcare administration, hospitality, or a similar role.
• College degree in business administration, communications, management, healthcare administration, or a related field is preferred.
• Excellent written and verbal communication skills in English and Filipino.
• Strong minute-taking, business-writing, documentation, and proofreading skills.
• Highly organized, detail-oriented, and capable of managing several workstreams simultaneously.
• Strong follow-through and the ability to work with minimal supervision.
• Professional, resourceful, discreet, and trustworthy.
• Able to communicate confidently and respectfully with executives, medical professionals, patients, employees, suppliers, and external partners.
• Able to remain calm and professional when handling sensitive matters, changing priorities, or time-sensitive requests.

Technical Requirements

• Computer literate and comfortable learning new digital tools.
• Proficient in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook, and Calendar.
• Able to create, format, organize, and maintain professional documents, spreadsheets, presentations, meeting minutes, and trackers.
• Familiar with shared drives, video-conferencing platforms, messaging applications, and cloud-based collaboration tools.
• Must know how to use basic AI prompts to assist with drafting, summarizing, organizing information, creating first drafts, and improving routine administrative work.
• Able to review and verify AI-generated content for accuracy, appropriateness, confidentiality, and completeness before use.
• Understands that confidential, patient, or sensitive business information must not be entered into unauthorized AI platforms.

What Success Looks Like

• The Managing Director's time, meetings, and priorities are organized across all professional responsibilities.
• Meeting minutes are accurate, concise, and distributed promptly.
• Memos, letters, and other communications are professional and well written.
• Records, files, trackers, and supporting documents are complete and easy to retrieve.
• Suppliers and external parties receive clear instructions and timely follow-ups.
• Patients feel welcomed, informed, and well cared for.
• Deadlines, commitments, and action items are consistently monitored and completed.
• Potential problems are identified early and communicated proactively.
• Confidentiality and professional standards are maintained at all times.

The Person We’re Looking For

You are highly organized and naturally attentive to details. You take ownership of your responsibilities, communicate clearly, and do not allow important matters to fall through the cracks.

You can shift confidently between executive meetings, business correspondence, supplier coordination, record keeping, and patient service. You understand that excellent executive support requires discretion, sound judgment, accuracy, initiative, and reliable follow-through.

You are also comfortable using technology and basic AI tools responsibly to work more efficiently, while applying human judgment and protecting confidential information. We are looking for a highly organized, resourceful, and discreet Executive Assistant and Patient Concierge.

The successful candidate will serve as the Managing Director’s trusted executive assistant across the company and other professional responsibilities. Although the position will be based in Makati, the role will support multiple workstreams, meetings, projects, and external relationships.

This is a hands-on position that combines executive support, administrative coordination, documentation, supplier facilitation, and patient service. The ideal candidate communicates clearly, maintains accurate records, anticipates needs, and follows through with minimal supervision.

Benefits:

• Employee discount
• Flexible schedule
• Health insurance

Work Location: In person

Pay: Php25,000.00 - Php40,000.00 per month

Benefits:

• Flexible schedule

Work Location: In person