Executive Assistant

Job Description

Executive Assistant to the CEO Responsible for providing comprehensive support to the CEO and Executive Team and managing the organizations and office operations. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality.
This is not just a secretarial role, the executive assistant will be required to follow up on projects established by the CEO and take steps to ensure their successful completion.

Primary Responsibilities:
– Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
– Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile and distribute presentation materials and record meeting minutes.
– Complete a broad variety of administrative tasks that facilitate the CEO;s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties: composing and preparing correspondence: maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
– Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate CEO’s needs in advance of meetings, conferences, etc.,.
– Provide gatekeeper and gateway role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
– Arrange calendar and travel itinerary for stakeholders/clients visiting the office
– Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organizations grows. Assist in the selection of vendors and purchase equipment, services and supplies necessary for operation of organization
– Manage the team that is responsible for:
o Replenishment of office materials such as snacks, printer supplies, paper, office supplies, etc.
o Cleaners and Messensgers
o Drivers
o Reception and mail management
– Provide event management support as requested
– Invest in building long-lasting relationships both externally and internally
– Manage petty cash reimbursements and reconciliation
– Other projects/duties as assigned for the overall benefit of the organization
– Attends to any ad hoc tasks that may assign from time to time

Job Requirements:
– A minimum of 5 years of relevant experience
– Working experience with expats is an advantage
– Organized and keen to details
– Good verbal and written communication skills
– Well-versed in using Outlook, Word and other Microsoft office tool
– Amenable to work onsite – Makati Office