Executive Assistant

Executive Assistant (EA) - provides high-level administrative and organizational support to executives, managers, or company leaders. The role helps ensure that the executive’s schedule, communications, meetings, documents, and daily priorities are managed efficiently.

Duties and Responsibilities:

1. Manage Executive Schedules

   • Organize and maintain calendars, appointments, and meetings.
   • Schedule, reschedule, and confirm appointments.
   • Prioritize meetings based on urgency and importance.

2. Handle Communication

   • Manage emails, phone calls, messages, and correspondence.
   • Draft and prepare professional letters, emails, reports, and announcements.
   • Screen and route communications to the appropriate person.

3. Coordinate Meetings

   • Arrange meetings, conferences, and business appointments.
   • Prepare agendas, presentations, and other meeting materials.
   • Record and distribute meeting minutes when required.
   • Follow up on assigned action items.

4. Prepare Documents and Reports

   • Prepare presentations, reports, spreadsheets, memos, and business documents.
   • Organize confidential files and records.
   • Proofread documents for accuracy and completeness.

5. Manage Travel Arrangements

   • Book flights, hotels, transportation, and other travel requirements.
   • Prepare travel itineraries and schedules.
   • Assist with travel-related documentation and expense reports.

6. Maintain Confidentiality

   • Handle sensitive company, financial, personnel, and executive information.
   • Maintain strict confidentiality of business matters and documents.

7. Coordinate with Departments

   • Communicate with different departments on behalf of the executive.
   • Follow up on projects, requests, and pending tasks.
   • Help ensure deadlines and commitments are met.

8. Manage Office and Administrative Tasks

   • Organize files, records, contracts, and important documents.
   • Monitor office supplies and administrative requirements.
   • Assist with expense tracking and reimbursement documentation.

9. Support Executive Decision-Making

   • Gather information and prepare summaries for the executive.
   • Conduct basic research when requested.
   • Organize important information needed for meetings and decisions.

10. Represent the Executive Professionally

• Communicate with clients, suppliers, business partners, and employees professionally.
• Welcome and assist important visitors and guests.
• Maintain a professional image on behalf of the executive and organization.

1. Monitor Projects and Deadlines

• Track important assignments, deadlines, and commitments.
• Send reminders and follow up with responsible individuals.
• Provide updates to the executive regarding pending matters.
• Other task that may be assigned from time-to-time.

Job Requirements and Qualifications:

• Bachelor’s degree in Business Administration, Management, Office Administration, or a related field.

• A degree in Hospitality Management or a related field may be preferred for hotel and resort positions.

• 3–5 years of experience in executive assistance, administrative support, office administration, or a similar role.

• Experience supporting senior executives, managers, or company owners is an advantage.

• Experience in hospitality, corporate, or business environments is preferred for industry-specific positions.

• Proficient in Microsoft Office, particularly Word, Excel, and PowerPoint.

• Knowledge of email and calendar management systems.

• Ability to prepare reports, presentations, meeting minutes, and business correspondence.

• Interested candidates to be assign here at Chino Roces Makati City. Will worked at BGC Taguig City if needed.

• Can Start ASAP.