EA Administrator

Beyond; Manila; On-site; PHP 670,000 - 1,339,000; Full time

Benefits offered by this job

De Minimis Allowance

13th Month Pay

Health Insurance (HMO) for employee +

Sick Leave

Annual Leave 28 days

Birthday Leave

Learning Leaves

Philippine Public Holidays

Bereavement Leave

Parental Leave

Flexible Hybrid Schedule

Bonusly points

Job summary

Qodea is seeking an Executive Assistant to support the CEO and senior leadership. The role involves managing complex calendars across global time zones, organizing travel, and coordinating onboarding for new senior hires.

You will help plan internal events, board meetings, and leadership offsites with careful attention to detail and proactive communication. The successful candidate will have experience in an EA/PA role within a technology environment, excellent English communication, and strong

Qualifications

• Experience in an EA, PA, administrator or coordination role, supporting senior leadership.
• Experience working in a technology environment.
• Strategic Calendar and Time Management: Proven experience managing complex calendars and scheduling across global time zones.
• Experience arranging international travel and producing detailed itineraries.

Responsibilities

• Own the day-to-day management of SLT Calendars alongside the EA, prioritising competing demands and adapting quickly as plans shift across time zones, ensuring scheduling, communication and day-to-day execution, so priorities stay on-track and follow-through is clear.
• Support inbox management, triaging correspondence and drafting routine response(s). Vetting Meeting requests prioritizing meetings, proactively managing conflicting calendar times, ensuring appropriate spacing between meetings and breaks and aligning schedules.
• Maintain a clear, accurate record of decisions and actions arising from leadership meetings, and capture any follow up / actions.
• Support onboarding logistics for new senior hires, ensuring a smooth and well-organised first-day experience.
• Plan and book complex, multi-leg domestic and international itineraries for the CEO and senior leaders, anticipating needs before they arise.
• Take ownership of travel logistics end to end, from flights, visas, accommodation to ground transport including air and ground transportation, hotel bookings, visas, security-related needs, and supporting documentation so plans are accurate.
• Coordinate and Support the planning and delivery of internal events, from Leadership Offsites to Monthly Board meetings and Company calls, ensuring every detail is accounted for.

Skills

EA/PA support

Technology environment

Calendar management

Travel planning

English communication

Confidentiality

Organization

Google Workspace

Expense management

Flexible hours

Proactive planning

Agenda synthesis

Job description

Role Responsibilities

• Own the day-to-day management of SLT Calendars alongside the EA, prioritising competing demands and adapting quickly as plans shift across time zones, ensuring scheduling, communication and day-to-day execution, so priorities stay on-track and follow-through is clear


• Support inbox management, triaging correspondence and drafting routine response(s). Vetting Meeting requests prioritizing meetings, proactively managing conflicting calendar times, ensuring appropriate spacing between meetings and breaks and aligning schedules.


• Maintain a clear, accurate record of decisions and actions arising from leadership meetings, and capture any follow up / actions.


• Support onboarding logistics for new senior hires, ensuring a smooth and well-organised first-day experience.


• Plan and book complex, multi-leg domestic and international itineraries for the CEO and senior leaders, anticipating needs before they arise.


• Take ownership of travel logistics end to end, from flights, visas, accommodation to ground transport including air and ground transportation, hotel bookings, visas, security-related needs, and supporting documentation so plans are accurate.


• Coordinate and Support the planning and delivery of internal events, from Leadership Offsites to Monthly Board meetings and Company calls, ensuring every detail is accounted for.

Requirements

Essential Experience:

• Experience in an EA, PA, administrator or co-ordination role, supporting senior leadership.


• Experience working in a technology environment.


• Strategic Calendar and Time Management: Proven experience managing complex calendars and scheduling across global time zones.


• Experience arranging international travel and producing detailed itineraries.


• Clear written and verbal communication skills in English, with the ability to work effectively with internal and external stakeholders.


• Confidentiality and Discretion: High-level of discretion and judgement when handling confidential / sensitive information.


• Excellent organisational skills with the ability to manage multiple priorities under tight deadlines.


• Confident user of Google Workspace (calendar, email, docs, slides)


• Expense Management


• Comfortable working flexible hours to align with UK/global leadership time zones.


• Ability to anticipate needs, identify risks early, and manage work independently in an all-remote, fast-changing company.


• Ability to synthesize information from multiple sources into useful agendas, summaries, trackers, and preparation materials for leadership decisions.

Desirable Experience:

• 5+ years prior experience, with a proven track record, supporting a CEO, C-suite executive or Board.


• Experience supporting Board or governance processes (minutes, papers, actions tracking).


• Experience planning corporate events, offsites or client engagements.


• Experience working within a global or matrixed technology organisation.


• Familiarity with expense management and travel booking tools.

Benefits

We believe in supporting our team members both professionally and personally. Here's how we invest in you:

Compensation and Financial Wellbeing

• Competitive base salary.


• De Minimis Allowance.


• 13th Month Pay: Equivalent to one month’s base salary, paid every December.

Health and Wellness

• Medical Insurance: HMO coverage for the employee plus up to two dependents (employer-paid).


• Sick Leave: 15 paid days per year, pro-rated from the start date.

Work-Life Balance and Growth

• Annual Leave: 28 days per calendar year (January 1 – December 31), pro-rated based on start date.


• Birthday Leave: An extra paid day off for your birthday.


• Learning Leaves: Ten paid learning days per year.


• Philippine Public Holidays: Statutory holidays are included.


• Bereavement Leave: 3 paid days.


• Parental Leave: Maternity or Paternity leave.


• Flexible Work Arrangement: Hybrid model (two to three days in the office).


• Peer Recognition: 100 Bonusly points per month for peer recognition.

Diversity and Inclusion

At Qodea, we champion diversity and inclusion. We believe that a career in IT should be open to everyone, regardless of race, ethnicity, gender, age, sexual orientation, disability, or neurotype. We value the unique talents and perspectives that each individual brings to our team, and we strive to create a fair and accessible hiring process for all.