Assistant Executive

United Architects of the Philippines; Quezon City; On-site; PHP 600,000 - 900,000; Full time

Job summary

United Architects of the Philippines is seeking an executive assistant to support senior leadership in Metro Manila. The role involves proactive calendar and schedule management across multiple time zones, acting as a gatekeeper and primary liaison with internal staff and external stakeholders.

You will coordinate domestic and international travel, prepare board materials and briefs, and assist with ad-hoc operational tasks, ensuring timely minutes and action-item tracking.

Qualifications

• Calendar management and scheduling across multiple time zones.
• Gatekeeping and liaison with internal staff and external stakeholders.
• Travel arrangements including domestic and international trips and expense reports.
• Meeting and event preparation, including agenda, board materials, and minute-taking.
• Support with administrative projects and cross-departmental tasks.

Responsibilities

• Calendar & Schedule Management: Proactively manage complex executive calendars, scheduling internal and external meetings across multiple time zones.
• Communication & Gatekeeping: Serve as the primary liaison between executive leadership, internal staff, and external stakeholders; screen incoming requests and prioritize issues.
• Travel & Expense Logistics: Coordinate domestic and international travel arrangements, including flights, lodging, itineraries, and expense reports.
• Meeting & Event Preparation: Prepare agendas, presentations, board materials, and briefs; attend meetings to record precise minutes and track action items.
• Special Projects: Assist with administrative projects, cross-departmental operations, and ad-hoc operational tasks as needed.

Job description

Key Responsibilities

Calendar & Schedule Management: Proactively manage complex executive calendars, scheduling internal and external meetings across multiple time zones.

Communication & Gatekeeping: Serve as the primary liaison between executive leadership, internal staff, and external stakeholders; screen incoming requests and prioritize issues.

Travel & Expense Logistics: Coordinate domestic and international travel arrangements, including flights, lodging, itineraries, and expense reports.

Meeting & Event Preparation: Prepare agendas, presentations, board materials, and briefs; attend meetings to record precise minutes and track action items.

Special Projects: Assist with administrative projects, cross-departmental operations, and ad-hoc operational tasks as needed.