Executive Assistant

About the role

We are seeking a highly organized, proactive, and confident Executive Assistant to manage schedules, email communications, reporting, and administrative priorities. The Executive Assistant will act as a key point of contact, ensuring seamless operations and enabling the executives to focus on strategic priorities.

Key responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for two executives, ensuring optimal time management and resolving scheduling conflicts.
• Manage and prioritize incoming emails, draft responses, and maintain organized inboxes, ensuring timely follow-ups and flagging critical communications.
• Prepare agendas, summarize minutes, and follow up on action items for meetings, ensuring all necessary materials are ready in advance.
• Act as the primary point of contact for internal and external stakeholders, handling inquiries and relaying information with discretion and professionalism.
• Maintain accurate scheduling reports, provide regular calendar updates, track meeting attendance and action items, and communicate scheduling changes and priorities to relevant stakeholders.
• Anticipate executives' needs, prioritize tasks, and manage deadlines to ensure smooth workflow and timely completion of assignments.
• Handle sensitive information with the utmost discretion, maintaining strict confidentiality in all matters.
• Perform additional administrative tasks as needed, including reporting, document preparation, data tracking, and maintaining organized records.
• Proactively follow up with internal teams, clients, and external partners to ensure commitments, deadlines, and executive requests are completed on time.

About you

• Minimum of 3 years' experience as an Executive Assistant handling US Client.

• Bachelor's degree preferred, or equivalent combination of education and professional experience.

• Exceptional ability to manage complex schedules, prioritize tasks, and maintain meticulous attention to detail.

• Excellent verbal and written communication skills, articulate and confident when communicating with executives, clients, and stakeholders at all levels.

• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendar management tools, and email platforms.

• Ability to prepare scheduling reports, monitor key administrative metrics, and provide timely updates to leadership.

• Proven ability to handle confidential information with integrity and professionalism.

• Ability to thrive in a dynamic, fast-paced environment, with strong problem-solving skills and flexibility to manage shifting priorities.

• Strong interpersonal skills with a collaborative, service-oriented approach and the ability to build relationships with internal and external contacts.

Work Set Up: Work Onsite in Eastwood, Quezon City