Executive Administrative Lead — Calendar & Cross‑Dept Ops

Global Autodistribution, Inc.; Mandaue; On-site; PHP 520,000 - 900,000; Full time

Benefits offered by this job

HMO

Government-mandated benefits

Competitive compensation

Job summary

AutoGlobal Group in Cebu, Philippines is seeking an Executive Administrative Manager to anchor the Executive Office, enabling the President and MD to execute strategic priorities with minimal friction.

The role oversees the executive calendar, communications, cross-department coordination, and planning systems, requiring high discretion, initiative, and mastery of digital productivity tools.

Qualifications

• Bachelor's degree in Business Administration, Communications, Management or a related field
• Post-graduate diploma or certification in Office Management or Executive Administration is an advantage
• 5–8 years of progressive administrative experience, with at least 3 years supporting C-suite or senior leadership
• Prior exposure to dual-reporting or multi-principal executive support is a strong advantage
• Experience in automotive, distribution, retail, or similar industry is preferred but not required
• Proven track record managing complex, high-volume calendars and domestic/international travel logistics
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)
• Hands-on experience with project management or productivity tools (Asana, Notion, Trello, or similar)
• Working knowledge of NetSuite, Sprout HR, and Power BI dashboards (view/reporting level) is an advantage
• Strong written communication — capable of drafting executive-level correspondence independently
• Exceptional organizational skills with a strong sense of urgency and follow-through
• High discretion and integrity handling confidential business and executive information
• Proactive problem-solver — anticipates needs before they become issues
• Excellent interpersonal skills; able to coordinate across departments and with external stakeholders
• Composure under pressure with the ability to manage competing priorities simultaneously
• Adaptable and willing to flex responsibilities based on operational demands

Responsibilities

• Executive Calendar & Schedule Management: Owns, manages, and optimizes the daily and weekly schedules of the MD and President. Anticipates conflicts and resolves proactively.
• Communications & Correspondence: Drafts, reviews, and manages executive-level communications, memos, and confidential documents. Filters and routes inbound correspondence.
• Meeting & Event Coordination: Prepares agendas, materials, and logistics for executive meetings. Tracks post-meeting action items and ensures follow-through.
• Travel & Logistics Planning: Manages end-to-end travel arrangements — domestic and international — including itineraries, transport, accommodation, and expense coordination.
• Cross-Department Coordination: Acts as the operational liaison between the Executive Office and all departments, ensuring directives are cascaded and deadlines met.
• Operating Rhythm & Planning: Owns the executive operating rhythm (weekly reviews, monthly plans). Maintains deadline trackers and escalates at-risk items.
• Digital Tool Management: Implements and manages productivity and planning tools (MS Teams, Outlook, project trackers, scheduling systems).
• Team Leadership: Supervises the Executive Administrative Associate (when applicable). Sets quality standards and assigns tasks across the Executive Office.
• Confidentiality: Handle sensitive information with the highest level of discretion and professionalism.

Skills

Calendar management

Executive communications

Travel logistics

Cross-department coordination

Digital productivity tools

Team leadership

Discretion & integrity

Problem solving

Interpersonal skills

Adaptability

Education

Bachelor's degree in Business Administration

Office Management certification

Post-graduate diploma

Tools

Microsoft 365

Asana

Notion

Trello

NetSuite

Sprout HR

Power BI

Job description

AutoGlobal Group in Cebu, Philippines is seeking an Executive Administrative Manager to anchor the Executive Office, enabling the President and MD to execute strategic priorities with minimal friction.

The role oversees the executive calendar, communications, cross-department coordination, and planning systems, requiring high discretion, initiative, and mastery of digital productivity tools.