Executive Administrative Assistant | Permanent WFH

BizForce; Metro Manila; On-site; PHP 446,000 - 781,000; Full time

Benefits offered by this job

Permanent Work From Home

Leave Credits

Monetary Allowance

Annual Bonus

Weekly Paychecks

Fixed Weekends Off

Thriving Company Culture with Complete

Autonomy

Exclusive Specialized Training Program

Competitive Salary

Job summary

BizForce is seeking an organized Executive Administrative Assistant to support the President, VP, and Account Executive team from a remote location in the Philippines. You will coordinate calendars, travel, meetings, and prepare detailed minutes, ensuring timely follow-ups and accurate documentation.

The role requires 3+ years in executive admin or related client-facing positions, strong note-taking, Excel mastery, and excellent communication.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Hospitality, Event Management, or related field preferred.
• 3+ years in executive admin, project coordination, event management, or similar client-facing support role preferred.
• Demonstrated experience supporting executives, project managers, account managers, or client service teams.
• Strong professional note-taking and meeting documentation skills.
• Advanced proficiency in Microsoft Excel, including data organization, reporting, and basic formulas.
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Teams) and related business tools.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and time management abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong critical thinking skills and exceptional attention to detail.
• Ability to work independently, maintain confidentiality, and quickly adapt to new processes and systems.

Responsibilities

• Provide comprehensive administrative support to the President, Vice President, and Account Executive team.
• Coordinate calendars, meetings, conference calls, appointments, travel arrangements, and scheduling logistics.
• Monitor executive inboxes and identify urgent client communications requiring immediate attention.
• Serve as a professional point of contact for internal and external stakeholders, ensuring timely and effective communication.
• Maintain organized records, documentation, correspondence, and administrative files.
• Attend internal and client-facing meetings, conference calls, presentations, and project discussions.
• Prepare detailed, accurate, and timely meeting minutes capturing key discussions, decisions, action items, responsible parties, and deadlines.
• Distribute meeting notes promptly and track follow-up actions to completion.
• Translate complex discussions into clear, concise, and actionable documentation.
• Assist with revenue reporting, sales reporting, and operational data tracking activities.
• Compile, organize, summarize, and analyze information from spreadsheets and reporting tools.
• Prepare recurring and ad hoc reports for leadership.
• Ensure accuracy and attention to detail when working with data, formulas, and reporting systems.
• Assist with budget preparation, budget tracking, expense monitoring, and related administrative activities.
• Support Account Executives with project coordination, client deliverables, timelines, scheduling, and event-related administrative tasks.
• Maintain project documentation and monitor deliverables against established deadlines.
• Maintain and update client information within company systems, databases, and CRM platforms.
• Track client milestones, gifts, birthdays, thank-you communications, and other relationship management activities.
• Support client engagement initiatives and ensure accurate record keeping.

Skills

Note-taking

Communication

Organization

Multitasking

Time management

Education

Bachelor’s degree (Business Admin / Communications / Hospitality / Event Management)

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Teams

Job description

We are seeking a highly organized and proactive Executive Administrative Assistant to provide high-level administrative and operational support to the President, Vice President, and Account Executive team. This role is a key coordination resource across multiple client programs and internal departments, ensuring seamless communication, efficient meeting management, timely follow-up, and accurate documentation of client and internal discussions.

The ideal candidate has exceptional organizational and communication skills, strong attention to detail, advanced note-taking abilities, and the capacity to quickly understand discussions involving event management, client programs, budgets, and project deliverables. Previous experience supporting event management, meeting planning, conference production, or a similar client-facing environment is highly preferred.

This position is best suited for a resourceful professional who can work independently, manage competing priorities, and consistently deliver high-quality work with minimal supervision.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the President, Vice President, and Account Executive team.
• Coordinate and manage calendars, meetings, conference calls, appointments, travel arrangements, and scheduling logistics.
• Monitor executive inboxes and identify urgent client communications requiring immediate attention.
• Serve as a professional point of contact for internal and external stakeholders, ensuring timely and effective communication.
• Maintain organized records, documentation, correspondence, and administrative files.

Meeting Management & Documentation

• Attend internal and client-facing meetings, conference calls, presentations, and project discussions.
• Prepare detailed, accurate, and timely meeting minutes capturing key discussions, decisions, action items, responsible parties, and deadlines.
• Distribute meeting notes promptly and track follow-up actions to completion.
• Translate complex discussions into clear, concise, and actionable documentation.

Reporting & Data Management

• Assist with revenue reporting, sales reporting, and operational data tracking activities.
• Compile, organize, summarize, and analyze information from spreadsheets and reporting tools.
• Prepare recurring and ad hoc reports for leadership.
• Ensure accuracy and attention to detail when working with data, formulas, and reporting systems.

Budget & Project Support

• Assist with budget preparation, budget tracking, expense monitoring, and related administrative activities.
• Support Account Executives with project coordination, client deliverables, timelines, scheduling, and event-related administrative tasks.
• Maintain project documentation and monitor deliverables against established deadlines.

Client & CRM Support

• Maintain and update client information within company systems, databases, and CRM platforms.
• Track client milestones, gifts, birthdays, thank-you communications, and other relationship management activities.
• Support client engagement initiatives and ensure accurate record keeping.

Qualifications

• Bachelor’s degree in Business Administration, Communications, Hospitality, Event Management, or a related field preferred.
• 3+ years of experience in an executive administrative, project coordination, event management, meeting planning, conference production, or similar client-facing support role preferred.
• Demonstrated experience supporting executives, project managers, account managers, or client service teams.
• Strong professional note-taking and meeting documentation skills.
• Advanced proficiency in Microsoft Excel, including data organization, reporting, and basic formulas.
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Teams) and related business tools.
• Excellent written and verbal communication skills.
• Strong organizational, multitasking, and time management abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong critical thinking skills and exceptional attention to detail.
• Ability to work independently, maintain confidentiality, and quickly adapt to new processes and systems.

Perks

• Permanent Work From Home
• Leave Credits
• Monetary Allowance
• Annual Bonus
• Weekly Paychecks
• Fixed Weekends Off
• Thriving Company Culture with Complete Autonomy
• Exclusive Specialized Training Programs
• Unlock Your Potential with a Highly Competitive Salary

Who are we?

BizForce is one of the fastest-growing global outsourcing companies in the world, founded in the US in Tucson, Arizona and is now operational in PH! Our Commitment to delivering high-quality results for our clients and the only way to do that is ensuring a rewarding, respectful and productive experience for our employees. We hold the same values for both our customers and our employees.