Executive Assistant to the CEO

EXECUTIVE ASSISTANT TO THE CEO

Department: Office of the Chief Executive Officer
Reports To: Chief Executive Officer (CEO)

Job Summary

The Executive Assistant to the CEO provides high-level administrative, organizational, and coordination support to the Chief Executive Officer. The position is responsible for managing the CEO’s schedule, meetings, correspondence, travel arrangements, documents, and other executive requirements while ensuring confidentiality, accuracy, and timely completion of assigned tasks.

The Executive Assistant serves as a key liaison between the CEO and internal departments, business partners, clients, suppliers, government agencies, and other external stakeholders and helps ensure the efficient operation of the Office of the CEO.

Duties and Responsibilities

• Manage and maintain the CEO’s calendar, appointments, meetings, schedules, and other commitments, ensuring effective time management and prioritization.
• Schedule and coordinate internal and external meetings, conferences, business appointments, and other engagements of the CEO.
• Prepare meeting agendas, presentations, reports, briefing materials, and other documents required by the CEO.
• Attend meetings as required, prepare minutes of meetings, document action items, and monitor follow-through and completion of agreed deliverables.
• Manage and screen incoming calls, emails, correspondence, invitations, and requests addressed to the CEO and appropriately prioritize matters requiring immediate attention.
• Draft, review, proofread, and prepare letters, memoranda, emails, reports, presentations, and other business correspondence on behalf of or for the review of the CEO.
• Coordinate with Department Heads, Managers, employees, and other concerned personnel regarding instructions, requests, approvals, and directives from the CEO.
• Monitor and follow up on action items, projects, reports, and commitments assigned by the CEO to various departments or employees.
• Maintain a monitoring system for pending matters and provide the CEO with timely updates on deadlines, deliverables, and outstanding issues.
• Organize and maintain confidential executive files, contracts, reports, correspondence, corporate records, and other documents.
• Handle highly sensitive and confidential information with the utmost discretion, professionalism, and integrity.
• Arrange the CEO’s domestic and international business travel, including flights, accommodations, transportation, itineraries, meetings, and other travel requirements.
• Assist in preparing documents required for business travel, including visa applications, invitation letters, travel authorizations, and supporting documentation, when necessary.
• Prepare and coordinate the CEO’s expense reports, reimbursements, cash advances, liquidations, and other administrative requirements.
• Coordinate with Finance, Accounting, HR, Administration, Operations, Legal, and other departments regarding matters requiring the CEO’s review, approval, or signature.
• Ensure that documents submitted for the CEO’s approval or signature are complete, properly organized, and supported by the necessary information and attachments.
• Receive and coordinate visitors, business partners, clients, executives, and other guests meeting with the CEO.
• Serve as a professional point of contact between the CEO and internal and external stakeholders, ensuring appropriate and timely communication.
• Assist the CEO in coordinating and monitoring special projects, business initiatives, corporate activities, and other management priorities.
• Conduct basic research and gather relevant information, reports, data, and supporting materials requested by the CEO.
• Assist in preparing executive summaries, reports, presentations, and other materials for management meetings and business discussions.
• Maintain awareness of important company activities, deadlines, meetings, and commitments that require the CEO’s attention.
• Coordinate with concerned departments to ensure timely submission of reports and other information requested by the CEO.
• Assist in organizing Management, Board, shareholder, or executive meetings, as assigned, including scheduling, document preparation, meeting logistics, and distribution of materials.
• Maintain proper records of important decisions, directives, approvals, and action items arising from executive meetings.
• Anticipate administrative and logistical requirements of the CEO and take appropriate action within the authority delegated to the position.
• Handle urgent or time-sensitive matters promptly and appropriately escalate issues requiring the CEO’s immediate attention.
• Represent the Office of the CEO professionally in all communications and interactions with employees and external stakeholders.
• Assist in coordinating personal or administrative matters of the CEO when specifically assigned and when related to the effective performance of executive responsibilities.
• Perform other executive, administrative, coordination, and special project duties that may be assigned by the CEO from time to time.

Qualifications

• Bachelor’s degree in Business Administration, Management, Office Administration, Communication, or a related field.
• Relevant experience as an Executive Assistant, Personal Assistant, Administrative Officer, or similar role, preferably supporting senior executives or top management.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and time-management abilities.
• Excellent attention to detail and ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Ability to prepare professional business correspondence, reports, presentations, and meeting minutes.
• Strong interpersonal and coordination skills.
• Ability to exercise sound judgment and discretion when handling confidential and sensitive information.
• Ability to work independently with minimal supervision and respond effectively to changing priorities.
• Willingness to work beyond regular office hours or travel when required by the CEO’s business schedule.
• Performs tasks that may be assigned from time to time.

Key Competencies

Executive Support Confidentiality and Discretion Calendar and Time Management Business Communication Organization and Planning Stakeholder Coordination Meeting Management Follow-through and Monitoring Attention to Detail Problem-Solving Initiative Adaptability Professionalism Integrity

Job Type: Full-time

Pay: Php30,000.00 - Php40,000.00 per month

Experience:

• Executive Assistant: 4 years (Required)

Language:

• English (Required)

Work Location: In person