- Location
- Philippines · published
- Type
- Full-time
- Department
- Administration
- Source
- Workable
Description
About the Role
Do you consider yourself an Executive Assistant with experience providing high-level administrative and operational support to executives or senior leaders?
Have you worked with a US-based company supporting executives with calendar management, coordination, communication, confidential information, and competing priorities?
If you have hands-on experience supporting a US-based executive or senior leader, can work independently, anticipate needs, exercise sound judgment, and effectively coordinate with clients, teams, vendors, and other stakeholders, this opportunity could be a great fit for you!
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative, operational, and organizational support to an executive or senior leader. The ideal candidate is a strong communicator who can manage competing priorities, anticipate needs, maintain confidentiality, and ensure that day-to-day executive activities are handled efficiently.
This role requires someone who can work independently, exercise sound judgment, and serve as a trusted partner to the executive while coordinating with internal teams, clients, vendors, and other stakeholders.
Executive Support
- Manage and maintain the executive's calendar, appointments, meetings, and commitments.
- Coordinate internal and external meetings, including scheduling, agendas, meeting materials, and follow-ups.
- Monitor emails, correspondence, and other communications and prioritize items requiring the executive's attention.
- Prepare, organize, and maintain presentations, reports, documents, and other executive materials.
- Conduct research and gather information needed for meetings, decisions, and special projects.
- Track important deadlines, commitments, and action items to ensure timely completion.
Administrative & Operational Support
- Coordinate travel arrangements, including flights, accommodations, transportation, itineraries, and related logistics.
- Prepare expense reports, invoices, reimbursements, and other administrative documentation as needed.
- Maintain organized digital files, records, databases, and confidential documents.
- Assist with the preparation and coordination of projects, events, presentations, and business initiatives.
- Follow up with internal teams and external stakeholders on pending items and deliverables.
- Identify opportunities to improve administrative processes and overall executive efficiency.
Communication & Coordination
- Act as a professional point of contact between the executive and employees, clients, candidates, vendors, and other stakeholders.
- Draft and proofread emails, letters, reports, presentations, and other business communications.
- Ensure timely and professional communication on behalf of the executive.
- Coordinate information flow between departments and ensure important updates reach the appropriate stakeholders.
- Handle sensitive and confidential information with discretion.
Project & Task Management
- Support special projects assigned by the executive from planning through completion.
- Maintain project trackers, timelines, action-item lists, and status reports.
- Coordinate with different teams to ensure deliverables are completed on time.
- Follow up on outstanding tasks and escalate issues when appropriate.
- Help the executive stay organized and focused on high-priority initiatives.