Executive assistant

About the role

This role provides executive and administrative support to the Chief Executive, managing calendars, appointments, meetings, and daily priorities. You will prepare schedules, meeting materials, and coordinate requests for meetings, information, and approvals. The position involves drafting and coordinating executive correspondence, letters, emails, memoranda, presentations, and reports while maintaining professionalism, accuracy, discretion, and confidentiality. You will coordinate across project managers, engineers, commercial teams, finance, procurement, human resources, and administration to facilitate executive requirements and track key project milestones, submissions, and approvals. The role includes serving as a professional point of contact between the Office of the Chief Executive and internal and external stakeholders, liaising with clients, business partners, consultants, contractors, suppliers, and government agencies. You will establish and maintain efficient filing and document management systems for executive correspondence, contracts, presentations, reports, and other important documents.

Key responsibilities

• Manage and coordinate the calendar, appointments, meetings, engagements, and daily priorities
• Prepare daily or weekly schedules, reminders, meeting materials, and other information necessary for executive engagements
• Screen, prioritize, and coordinate requests for meetings, information, approvals, and executive attention
• Draft, prepare, proofread, and coordinate executive correspondence, letters, emails, memoranda, presentations, reports, and other business documents
• Coordinate with relevant departments to obtain information, documents, updates, or supporting materials required by the Chief Executive
• Coordinate with project managers, engineers, commercial teams, finance, procurement, human resources, administration, and other departments to obtain updates and facilitate executive requirements
• Assist in tracking key project milestones, submissions, meetings, approvals, contractual or administrative requirements, and other matters requiring executive oversight
• Serve as a professional point of contact between the Office of the Chief Executive and internal and external stakeholders
• Liaise with clients, business partners, consultants, contractors, suppliers, government agencies, and other organizations as directed
• Establish and maintain an efficient filing and document management system for the Office of the President and Vice President for Sales and Marketing

About you

• Ability to anticipate executive requirements and proactively address administrative or coordination issues
• Proficiency in maintaining professionalism, accuracy, discretion, and confidentiality in all executive communications
• Ability to assist with research and preparation of background information relating to prospective projects, clients, partners, suppliers, and other business opportunities
• Capability to maintain organized electronic and physical records of executive correspondence, contracts and agreements, presentations, reports, meeting records, and project information
• Ability to maintain relevant executive contact lists, stakeholder information, directories, trackers, and databases
• Capability to assist in improving administrative systems, templates, trackers, and workflows to strengthen efficiency and information management

Education and Experience

a.       Bachelor's degree in Business Administration, Management, Communications, Office Administration, or a related field.

b.       At least 3 years of relevant administrative or executive support experience, preferably supporting senior executives or senior management.

c.        Experience in construction, engineering, infrastructure, real estate, or another project-driven industry is an advantage.

d.       Demonstrated experience in executive calendar and meeting management, correspondence, travel coordination, documentation, and stakeholder engagement.

e.       Proven ability to handle confidential and commercially sensitive information with discretion.

Skills and Personal Attributes

The successful candidate should demonstrate:

a.       Excellent organizational and time-management skills, with the ability to manage competing priorities and deadlines.

b.       Strong written and verbal communication skills in English and Filipino.

c.        Sound judgment, discretion, and a high level of professionalism.

d.       Strong attention to detail and consistent follow-through on commitments, decisions, and action items.

e.       Proactive, resourceful, and solutions-oriented approach to work.

f.         Strong interpersonal and stakeholder coordination skills, with confidence engaging with senior executives, clients, project teams, suppliers, and external partners.

g.       Ability to work independently, anticipate executive needs, and adapt to changing priorities.

h.       Proficiency in Microsoft Office and commonly used communication and collaboration platforms..

i.         With pleasing personality

Key Working Relationships

Internal: Chief Executive, senior management, project and technical teams, Business Development, Finance, Procurement, Human Resources, Administration, and other corporate personnel.

External: Clients, consultants, contractors, suppliers, business partners, government agencies, and professional service providers.