Executive Assistant

Position: Executive Assistant to CEO/CFO

Job Type: FULL-TIME

Start Date: ASAP

Qualifications

Education

• Bachelor's Degree in Business Administration, Management, Legal Management, Communications, Marketing, Public Administration, Psychology, or related field.

Experience

• Minimum of 2-3 years of experience as an Executive Assistant, Executive Secretary, Chief of Staff, Operations Coordinator, or in a similar executive support role.
• Experience supporting C-level executives is highly preferred.
• Experience in healthcare, medical distribution, pharmaceutical, or corporate environments is an advantage.

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Required Skills

Technical Skills

• Advanced Microsoft Office Suite (Word, Excel, PowerPoint)
• Google Workspace
• Business writing and documentation
• Report preparation
• Calendar management
• Project coordination
• Data analysis
• Presentation preparation

Professional Skills

• Exceptional organizational and time-management abilities
• Excellent verbal and written communication skills
• Strong analytical and problem-solving skills
• High attention to detail
• Excellent interpersonal skills
• Ability to multitask under pressure
• Strong decision-making and critical-thinking abilities

Personal Attributes

• Highly trustworthy with unquestionable integrity
• Professional appearance and demeanor
• Resourceful and proactive
• Adaptable in a fast-paced environment
• Strong sense of ownership and accountability
• Emotionally mature and able to handle confidential matters
• Self-motivated with minimal supervision

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Core Competencies

• Executive Support
• Strategic Planning
• Project Management
• Business Communication
• Organizational Leadership
• Stakeholder Management
• Corporate Governance
• Administrative Excellence
• Confidential Information Management
• Process Improvement

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Key Performance Indicators (KPIs)

• Effective management of the CEO's calendar and priorities
• Timely completion of executive reports and projects
• Accuracy and quality of executive documentation
• Responsiveness to executive requests and communications
• Successful coordination of meetings and business engagements
• Achievement of project deadlines
• Confidentiality compliance
• Improvement of executive office processes and efficiency

Key Tasks and Responsibilities

Your core role is to provide seamless support for both professional and personal matters, acting as an extension of your employer to ensure everything runs smoothly for them and their family.

Executive Assistant to the Chief Executive Officer (CEO)

Position Summary

The Executive Assistant to the CEO serves as the CEO's trusted strategic partner, responsible for ensuring the efficient management of executive operations, corporate communications, confidential matters, and high-level administrative functions. This role extends beyond traditional administrative support by acting as the CEO's representative in coordinating with executives, department heads, business partners, government agencies, and external stakeholders.

The Executive Assistant plays a critical role in driving organizational efficiency by anticipating executive needs, managing priorities, coordinating strategic initiatives, and ensuring that the CEO remains focused on high-impact business decisions.

Key Responsibilities

Executive Office Management

• Manage the CEO's calendar, appointments, meetings, travel schedules, and daily priorities.
• Screen incoming calls, emails, correspondence, and requests on behalf of the CEO.
• Prepare executive reports, presentations, proposals, speeches, and briefing materials.
• Organize confidential documents, contracts, corporate records, and executive files.
• Ensure all executive meetings are properly coordinated and documented.

Strategic Coordination

• Monitor company projects and strategic initiatives assigned by the CEO.
• Coordinate with department heads to ensure timely completion of deliverables.
• Track key performance indicators (KPIs) and prepare executive dashboards.
• Follow up on pending action items and provide regular progress updates.

Executive Communications

• Draft professional correspondence, announcements, memoranda, and official communications.
• Serve as the communication bridge between the CEO and internal departments.
• Coordinate meetings with clients, suppliers, investors, healthcare partners, and government agencies.
• Represent the CEO during meetings when delegated.

Business Operations Support

• Assist in planning company expansion projects and new business ventures.
• Prepare feasibility studies, research reports, and market analysis.
• Coordinate procurement, licensing, permits, and regulatory compliance when required.
• Support strategic planning sessions and executive decision-making.

Project Management

• Manage multiple executive projects simultaneously.
• Monitor deadlines, milestones, and project deliverables.
• Coordinate cross-functional teams to ensure project completion.
• Prepare project status reports for executive review.

Confidentiality & Compliance

• Handle highly confidential company information with the highest level of discretion.
• Maintain confidentiality regarding executive decisions, financial information, employee matters, and strategic plans.
• Ensure compliance with company policies and applicable government regulations.

Event & Meeting Management

• Organize executive meetings, board meetings, conferences, and company events.
• Prepare meeting agendas, minutes, and action plans.
• Coordinate logistics, venue arrangements, and executive travel.

Administrative Leadership

• Improve office systems and executive workflows.
• Recommend process improvements to increase organizational efficiency.
• Assist in developing company policies, procedures, and administrative standards.
  Interested applicants, kindly email your updated resume/CV to [email protected] with the subject line: "Executive Assistant - BACOLOD CITY"