Executive Assistant (Chief of Staff)

Department: Office of the Chief Executive Officer
Reports To: Chief Executive Officer (CEO) / Executive Vice President (EVP)
Employment Type: Full-Time
Work Schedule: Monday to Friday | 6:30 AM – 4:00 PM
Work Location: Ortigas Center, Pasig City

Job Summary

We are seeking a highly organized, proactive, and results-driven Executive Secretary (Chief of Staff) to serve as the strategic and operational partner of the CEO and Executive Leadership Team. This role is responsible for driving execution across departments, ensuring accountability on key initiatives, managing executive priorities, and acting as a central point of coordination for high-level business activities.

The ideal candidate is highly resourceful, AI-savvy, fast-paced, and capable of operating effectively under pressure. This position requires strong leadership, exceptional communication skills, and the ability to influence stakeholders across all levels of the organization. The role is expected to manage executive follow-through, coordinate cross-functional initiatives, and ensure that critical business priorities are executed on time. The position serves as the primary execution and coordination partner of the CEO, enabling leadership to focus on strategic decision-making and organizational growth.

Key Responsibilities
Executive Support & Strategic Coordination

• Act as the primary liaison between the CEO, Executive Team, and internal/external stakeholders.
• Manage and prioritize the CEO's calendar, meetings, travel arrangements, and business commitments.
• Ensure timely execution and follow-through of executive directives and strategic initiatives.
• Monitor, track, and report the status of key projects, action items, and organizational priorities.

Cross-Functional Leadership

• Coordinate with department heads to ensure deadlines, deliverables, and commitments are met.
• Facilitate cross-department collaboration to resolve operational bottlenecks and drive organizational alignment.
• Conduct regular follow-ups with stakeholders and escalate delays, risks, and issues to Management when necessary.
• Lead special projects and strategic initiatives assigned by the CEO.

Meeting & Communication Management

• Prepare meeting agendas, executive presentations, reports, and briefing materials.
• Attend executive meetings and ensure accurate documentation of discussions, decisions, and action items.
• Prepare and distribute meeting minutes and monitor completion of assigned tasks.
• Draft executive correspondence, announcements, memoranda, and business communications.

Project & Performance Tracking

• Develop and maintain executive dashboards, trackers, and progress reports.
• Ensure all open action items have clear owners, deadlines, and next steps.
• Monitor project timelines and proactively address risks that may impact business objectives.
• Maintain confidentiality of highly sensitive corporate information.

Process Improvement & Technology Utilization

• Leverage AI tools to improve productivity, communication, reporting, and decision-making.
• Identify opportunities for automation and process optimization across business functions.
• Implement systems and controls that improve accountability and operational efficiency.

Qualifications

• Bachelor's Degree in Business Administration, Management, Industrial Engineering, Communications, Psychology, or any related field.
• At least 3 years of experience as an Executive Assistant, Chief of Staff, Executive Secretary, Project Coordinator, or similar role supporting senior executives.
• Experience working directly with C-Level Executives is highly preferred.
• Demonstrated experience in project management, stakeholder management, and executive coordination.
• Excellent verbal and written communication skills.
• Strong analytical, organizational, and problem-solving abilities.
• Proficient in Microsoft Office, Google Workspace, and productivity tools.
• Must be highly proficient in using AI tools such as ChatGPT, Gemini, Copilot, or similar platforms for drafting, summarizing, and reporting. AI fluency is considered a core requirement for this role.
• Experience in a fast-paced, multi-business, or startup environment is an advantage.

Preferred Competencies

• Strong leadership and influence without formal authority.
• Exceptional follow-through and accountability discipline.
• Ability to work effectively under pressure and manage multiple priorities simultaneously.
• Proactive, assertive, and comfortable engaging with senior leaders and department heads.
• Strong sense of urgency and bias toward action.
• Excellent judgment, discretion, and confidentiality.
• Highly adaptable, resilient, and solution-oriented.
• Outgoing personality with excellent relationship-building skills. Candidates should be comfortable initiating communication, conducting follow-ups, and driving action without constant supervision.
• Must be capable of remaining composed under pressure and managing competing priorities effectively.

Key Performance Indicators (KPIs)

• Timely completion of executive action items and strategic initiatives.
• On-time submission of meeting minutes, reports, and executive summaries.
• Accuracy and freshness of trackers and dashboards.
• Follow-up turnaround and stakeholder responsiveness.
• Effective escalation and issue resolution.
• Successful execution of special projects and business priorities.

The role is expected to maintain high accountability, timely follow-through, and strong executive support standards, including same-day follow-ups, timely escalation of blockers, and consistent upkeep of trackers and executive action items.

Why Join Us?

• Competitive compensation package
• Performance-based incentives
• Direct exposure to executive leadership and strategic decision-making
• Career growth and leadership development opportunities
• Dynamic, fast-paced, and high-impact work environment
• Opportunity to contribute directly to business growth and transformation