Executive Assistant

The Executive Assistant provides high-level administrative, organizational, and coordination support to the President/CEO and other designated senior executives. The position helps ensure efficient executive office operations through effective calendar management, meeting coordination, preparation of reports and presentations, document management, and follow-through on management directives.

This position is intended for a high-potential fresh graduate from a reputable university with strong academic credentials, excellent communication skills, analytical ability, professionalism, and a proactive attitude. The successful candidate must demonstrate sound judgment, discretion, adaptability, and the ability to handle confidential information while working in a fast-paced business environment.

II. KEY RESPONSIBILITIES

A. Executive Support and Calendar Management

• Manage the executive's calendar, appointments, meetings, and business engagements.
• Coordinate meeting schedules with department heads, employees, business partners, and other stakeholders.
• Prepare meeting agendas, briefing materials, and other documents needed for executive discussions.
• Monitor schedules, deadlines, and commitments to ensure timely completion of executive priorities.
• Arrange travel itineraries, transportation, accommodation, and other business-related logistics when required.

B. Meeting Coordination and Follow-Through

• Attend management meetings as assigned and prepare accurate meeting minutes.
• Document decisions, action items, responsible persons, and target completion dates.
• Maintain an action tracker and regularly follow up with concerned departments regarding pending commitments.
• Coordinate with department heads to obtain updates and ensure timely submission of requested information.
• Escalate overdue or critical action items to the executive's attention.

C. Reports and Presentation Preparation

• Prepare, consolidate, and format management reports, presentations, spreadsheets, and executive summaries.
• Gather operational and business information from various departments for management review.
• Assist in monitoring key performance indicators, business targets, and project milestones.
• Analyze basic business data and highlight significant trends, variances, and items requiring management attention.
• Ensure that executive documents are accurate, organized, professionally presented, and submitted on time.

D. Administrative and Document Management

• Organize executive correspondence, files, reports, contracts, and other official documents.
• Draft professional emails, memoranda, letters, and internal communications.
• Maintain an organized filing system for physical and electronic records.
• Screen and coordinate requests, communications, and documents requiring executive attention.
• Ensure proper handling and confidentiality of sensitive company information.

E. Cross-Functional Coordination

• Coordinate with department heads and key personnel to facilitate communication and execution of management directives.
• Monitor the progress of special assignments and strategic initiatives delegated by the executive.
• Assist in preparing updates on company projects, operational concerns, and management priorities.
• Support the planning and coordination of executive meetings, corporate events, and business activities.
• Maintain professional relationships with internal and external stakeholders on behalf of the executive office.

F. Special Projects and Management Support

• Conduct research and gather information to support executive decision-making.
• Prepare summaries, comparative analyses, and background materials for business discussions.
• Assist in implementing special projects and process improvement initiatives.
• Support the development of presentations, business proposals, and management reports.
• Perform other executive support responsibilities as assigned.

PREFERRED QUALIFICATION:

• Graduate of a reputable university with a strong academic record.
• Leadership experience in student organizations, academic projects, competitions, or extracurricular activities.
• Internship experience in executive assistance, management, consulting, business operations, or corporate administration.
• Experience preparing presentations, research reports, and data-driven analyses.
• Familiarity with project management tools, digital collaboration platforms, and business reporting systems.
• Demonstrated ability to handle confidential matters and communicate professionally with different levels of an organization.

Pay: Php25,000.00 - Php40,000.00 per month

Benefits:

• Health insurance
• Life insurance
• Pay raise
• Promotion to permanent employee

Work Location: In person