Administrator, Executive Office & Board Relations

Greater Austin Asian Chamber of Commerce; Metro Manila; On-site; PHP 3,995,000 - 5,532,000; Full time

Job summary

Greater Austin Asian Chamber of Commerce seeks an Administrator, Executive Office & Board Relations to support the President & CEO and coordinate with the Board of Directors. The role handles calendar management, travel arrangements, and confidential matters, ensuring smooth operations at the highest level.

The position also organizes and hosts Board meetings, acts as liaison between the Chamber and Board, and collaborates with executive leadership, requiring discretion and professional

Qualifications

• Bachelor's degree in a related field is required.
• Six years of progressively responsible experience with executive-level support and board governance.
• Experience coordinating meetings and handling confidential information.
• Ability to work with executive stakeholders and manage complex schedules.

Responsibilities

• Provide day-to-day support for the President & CEO and executive team.
• Coordinate Board and Committee meetings, agendas, and minutes.
• Manage calendars, travel, and confidential communications with discretion.
• Serve as liaison between the Agency and Board and internal staff.

Skills

Executive support

Board governance

Stakeholder comms

Calendar management

Confidentiality

Communication

Problem solving

Team coordination

Education

Bachelor's Degree in Business Admin, Public Admin, Communications, Political Science

Tools

Word processing

Spreadsheets

Databases

Presentation tools

Project management software

Job description

Who We're Looking For

The Administrator, Executive Office & Board Relations reports to the Chief of Staff and is responsible for day-to-day support for the CapMetro President & CEO, and support and coordination for the CapMetro Board of Directors. This position provides advanced professional assistance to the President & CEO, including managing the President & CEO’s calendar, business needs such as travel accommodations, response to public information requests and business item approvals, and more. Additionally, the Program Manager is responsible for organizing and hosting meetings of the CapMetro Board and Board Committees and acting as a liaison between the Agency and Board, as needed. This role requires significant discretion and strict adherence with confidentiality requirements for sensitive, executive-level topics, while interacting with the Executive Team, Chief of Staff, CapMetro Board, and partner agency leadership. This position may provide direction to internal team members in to effectively support the Board of Directors and President & CEO, and perform the job duties, in partnership with the Chief of Staff.

What You Bring

Education and Experience

• Bachelor's Degree in Business Administration, Public Administration, Communications, Political Science, or a related field.
• Six (6) years of progressively responsible experience including a combination of no less than four (4) years providing executive-level administrative, board governance, executive office, public sector, government affairs, or senior leadership support, including coordinating meetings, managing confidential information, managing records, and working with executive stakeholders.

Knowledge, Skills, And Abilities

• Ability to plan and effectively manage complex administrative issues for upper management.
• Ability to coordinate multiple tasks and to communicate effectively with all levels of staff, Board of Directors, and other stakeholders.
• Particular confidence in learning and mastering IT systems to support Board Meetings
• Knowledge of relevant laws, practices and procedures necessary to public meetings of the CapMetro Board
• Knowledge of relevant practices and procedures related to basic records keeping and retention
• Demonstrated ability to communicate with tact and diplomacy, both orally and in writing, including working with all staff levels and diverse personalities and appropriately handling direct inquiries.
• Skill in researching, evaluating, and identifying discrepancies in data.
• Skill in using PC-based word processing, spreadsheet, and database applications, project management, and presentation software.
• Ability to use initiative and independent judgment.

Mobility Status

As an Onsite position, the incumbent’s primary workplace is a CapMetro facility or field location. Expected to work in the office 4+ days a week. Mobility status is subject to change at any time based on business needs or organizational decisions.