Executive Administrative Assistant

Scrubbed; San Fernando; On-site; PHP 520,000 - 800,000; Full time

Job summary

Scrubbed is seeking an Executive Assistant to provide comprehensive administrative and operational support to management teams across two cross-functional groups. The role coordinates complex schedules, meetings, travel, communications, reporting, and workflows while serving as the central point of coordination between leadership and internal teams.

The ideal candidate is resourceful, detail-oriented, organized, and proactive, capable of managing competing priorities, handling sensitive

Qualifications

• Bachelor's degree required.
• 3-5 years of professional experience in administrative support or operations coordination.
• Experience supporting multiple senior-level professionals in fast-paced environments.
• Strong organizational and time-management skills.
• Excellent written and verbal communication, professional stakeholder interaction.
• Discretion and confidentiality in handling information.
• Proficiency with Google Workspace and Zoom.

Responsibilities

• Coordinate complex schedules and meetings across management and cross-functional teams.
• Draft executive reports, presentations, dashboards, and summaries.
• Coordinate travel arrangements domestic and international, including itineraries and visas as needed.
• Maintain organized records of priorities, initiatives, deadlines, and information.
• Monitor compliance, billing, KPI reporting workflows for assigned teams.
• Prepare meeting agendas and briefing materials.
• Record and track meeting minutes and action items.
• Ensure timely distribution of updates and information.

Skills

Organizational skills

Time-management

Communication skills

Discretion

Stakeholder coordination

Education

Bachelor's degree in Business, Management, Administration, Finance, or related field

Tools

Google Workspace

Zoom

Calendar software

Job description

The Executive Assistant provides comprehensive administrative and operational support to management teams across two cross-functional teams. This role coordinates complex schedules, meetings, travel, communications, reporting, and administrative workflows while serving as a central point of coordination between leadership and internal teams. The ideal candidate is resourceful, detail-oriented, organized, and proactive, with the ability to manage competing priorities, handle sensitive information with discretion, and work effectively in a dynamic, multi-team environment. By providing reliable administrative support and coordinating day-to-day priorities, the Executive Assistant enables management to focus on strategic initiatives and business objectives.

Operational Administration

• Help draft executive reports, presentations, dashboards, and summaries for management team review and distribution.
• Conduct research, coordinate logistical arrangements, and support data gathering, documentation, and reporting for team priorities, leadership objectives, and cross-functional initiatives.
• Maintain organized records of management priorities, key initiatives, deadlines, and important information.
• Coordinate and monitor compliance, billing, and KPI reporting workflows for assigned teams.
• Ensure administrative workflows are completed accurately and in accordance with established processes.
• Provide administrative support to the management team in executing leadership initiatives, projects, and organizational priorities.
• Manage special requests and ad hoc assignments from the management team, adapting quickly to shifting priorities.
• Support evolving business needs and proactively identify administrative gaps or inefficiencies.

Communications & Stakeholder Management

• Coordinate communications with department leaders, staff, and external partners on behalf of the management team, ensuring professionalism, accuracy, and timely follow-through.
• Coordinate administrative activities across departments and support alignment with team objectives.
• Ensure timely dissemination of updates, announcements, and information critical to team operations.
• Draft and manage internal communications, announcements, correspondence, and other management communications.
• Serve as a central point of contact for administrative questions and coordination across assigned teams.
• Support cross-team communication initiatives and organizational announcements.

Calendar and Schedule Management

• Coordinate meetings across management and cross-functional teams, balancing priorities, availability, and deadlines.
• Assist management in preparing meeting agendas, briefing materials, presentations, and other materials for management discussions.
• Record and track meeting minutes, action items, and follow-up tasks, ensuring timely coordination with responsible parties.
• Ensure management receives relevant updates and materials in advance of meetings and key discussions.

Travel and Logistics Coordination

• Research and coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and other related arrangements, as requested by management, staff on secondment, or clients requiring assistance.
• Coordinate multi-leg and group travel arrangements as needed, ensuring schedules and logistics are well coordinated.
• Coordinate with travel agencies, hotels, and other service providers as needed.
• Prepare detailed travel itineraries, including confirmations, schedules, time zones, and special arrangements, as needed.
• Assist with visa requirements, travel insurance, and destination-specific research, including safety, culture, etiquette, and recommendations, as needed.
• Support the tracking and documentation of travel-related expenses and other administrative requirements as needed.

Qualifications

• Bachelor's degree in Business, Management, Administration, Finance, or a related field.
• 3-5 years of professional experience in administrative support, operations coordination, or professional services.
• Proven experience supporting multiple senior-level professionals simultaneously, preferably in a fast-paced or matrixed environment.
• Strong organizational and time-management skills, with the ability to manage competing priorities across multiple teams and time zones.
• Excellent written and verbal communication skills, with the ability to communicate professionally with internal and external stakeholders.
• High level of professionalism, discretion, and sound judgment when handling confidential and sensitive information.
• Strong attention to detail, accuracy, and consistent follow-through on assigned tasks and deliverables.
• Ability to coordinate effectively with multiple stakeholders across departments and maintain strong working relationships.
• Proficiency in calendar management, travel coordination, and productivity and collaboration platforms, including Google Workspace and Zoom.
• Experience coordinating domestic and international travel, including complex itineraries, accommodations, transportation, and related arrangements.
• Familiarity with project tracking tools, performance dashboards, and administrative or compliance workflows.