Chief of Staff

Beep; Philippines; On-site; PHP 1,500,000 - 3,500,000; Full time

Job summary

Beep in the Philippines seeks a Chief of Staff to the CEO to provide high-level strategic and administrative support, coordinating with internal departments and external groups. You will prioritize the CEO’s agenda, manage communications, and oversee key initiatives and governance processes.

Responsibilities include calendar optimization, contract oversight, cross-functional project leadership, and ad-hoc support to the executive leadership team, with a focus on risk mitigation and timely

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, Hospitality/Travel or Law (or related).
• At least 3 years as Executive Assistant, Chief of Staff, or similar role in large orgs.
• Proven ability to manage multiple priorities in fast-paced environments.

Responsibilities

• Manage and optimize the CEO's calendar and schedule.
• Oversee contract review, negotiation, and compliance-related activities.
• Coordinate correspondences with the CEO and the legal team; liaise with executives across groups.
• Collaborate with Executive Assistants across the Ayala Group and First Pacific Group as needed.
• Maintain communications to align priorities, track initiatives, and support governance with Board engagement.
• Plan and coordinate event logistics and meeting preparation.
• Prepare and distribute weekly, monthly, and quarterly reports.

Skills

Calendar management

Contract review

Communication

Decision making

Presentation skills

Business acumen

Emotional intelligence

Education

Bachelor's degree in Business/Management/Law or related field

Tools

MS Office

Productivity tools

Job description

Position Summary

The Chief of Staff to the CEO will provide high-level strategic and administrative support to ensure the CEO can efficiently accomplish key tasks and organizational initiatives on timely manner. This role will serve as a central coordination point between the CEO and various internal departments and Groups, with a focus on handling and coordinating correspondences, including to the company’s legal team. The Chief of Staff ensures the seamless flow of information, prioritizes the CEO’s agenda, and oversees special projects and initiatives directed by the CEO.

Duties & Responsibilities

• Manages and optimizes the CEO’s calendar and schedule
• Oversees legal activities such as contract review, negotiation, and management to mitigate risks and ensure compliance with organizational policies and regulations
• Researches, prioritizes, and follows up on issues or concerns directed to the CEO, including sensitive or confidential matters, determining the most appropriate course of action, referral, or response
• Liaises and collaborates with Executive Assistants across the Ayala Group of Companies, the First Pacific Group of Companies, and other external organizations as needed
• Responsible in communication and collaboration as a point of contact of the CEO to align on priorities, track key initiatives, and manage strategic objectives
• Oversees Board of Directors engagement, including meeting preparation, coordination, and support to ensure effective governance and decision-making
• Facilitates the planning and coordination of event logistics, encompassing venue selection, catering arrangements, electronic equipment setup, managing invitations, and monitoring RSVPs
• Oversees the efficient flow of information by preparing and distributing timely and accurate weekly, monthly, and quarterly reports.
• Lead or assist with the execution of cross-functional projects and initiatives
• Handles minor accounting tasks for the CEO
• Provides ad-hoc support to the Executive Leadership Team

Functional Competencies

• Self-motivated and highly organized, who thrives in dynamic environments
• Proficiency in reviewing business contracts/proposals
• Strong decision-making and problem-solving abilities
• Excellent communication and presentation skills
• Strong business acumen
• High emotional intelligence and interpersonal skills

Education and Work Background

• Bachelor’s degree in Business Administration, Business Management, Communications, or Hospitality, Tourism Management, or Law or related field
• Work experience as an Executive Assistant, Chief of Staff in Rail or transportation industry, Personal Assistant or similar role for at least three (3) years
• High familiarity with MS Office suite and productivity tools
• Proven ability to manage multiple priorities in a fast-paced, high-pressure environment
• Experience in project management or operations is a strong advantage
• Minimum of two (2) working years with Automated Fare Collection System (AFCS), Rail Operations and working with Government work background is a strong advantage