Executive Administrator (EGGS)

Rippedboxstation; Manila; On-site; PHP 335,000 - 603,000; Full time

Job summary

Rippedboxstation is seeking an Executive Administrator to support the CEO with calendar management, email routing, and travel coordination. The role includes budgeting, IT and systems administration tasks, and collaboration across marketing, HR, legal, and operations.

You will draft CEO communications, maintain confidential information, and liaise with vendors while ensuring process efficiency and accuracy in back-office activities.

Qualifications

• Experience coordinating executive calendars and emails.
• Ability to draft CEO responses for approval and route items with timelines.
• Experience arranging travel, visas, and itineraries for executives.
• Maintain confidentiality of sensitive information and handle audits if needed.
• Familiarity with vendor management, HR support, and office operations.

Responsibilities

• Review emails daily; flag urgent items and draft CEO replies.
• Maintain CEO calendar; resolve conflicts and circulate invites.
• Prepare meeting agendas and briefing packs; track follow-ups.

Skills

Calendar Management

Email Routing

Travel Coordination

Budgeting

Vendor Liaison

Interview Scheduling

Executive Support

Confidentiality

Education

Graduate specialized in MS Office & Admin

Tools

Microsoft Office

Canva

Napkin

JotForm

Job description

About the job Executive Administrator (EGGS)

Position: Executive Administrator

Number of hours: 40 Hrs/week

Tasks required:

Scheduling and Calendar Management:

Review incoming emails daily, flag urgent items and draft CEO responses for approval.

Route and delegate emails with clear instructions and timelines.

Maintain and update CEO calendar; eliminate conflicts and circulate confirmed invites.

Prepare meeting agendas, briefing packs and track follow-ups/action items.

Travel Coordination:

Research and book flights, hotels, visas and local transport; compare quotes and confirm bookings.

Prepare full trip itineraries and conference briefing packs.

Coordinate event participation, registration, passes and marketing collateral (cards, bags, pens).

Budgeting & Financial Analysis:

Manage GCPW user provisioning, device policies, credential syncs, BitLocker keys and login troubleshooting.

Maintain change logs, manage password/device inventories and perform offboarding data migration/backups.

Set up email routing for leave/operations and provide first-line technical support to the team.

IT & Systems Administration:

Ensure compliance with financial regulations and company policies.

Assist in internal and external audits by preparing necessary documentation.

Maintain confidentiality of financial and business information.

Marketing & Brand:

Maintain and update LinkedIn/company profiles; post CEO-approved achievements.

Liaise with design/video vendors; review creatives; create quick assets in Canva/Napkin.

Prepare company/leadership profiles and coordinate event marketing collateral.

People & HR Support:

Shortlist and schedule interviews; manage candidate communications.

Plan team engagement activities and maintain vendor lists.

Listen to team concerns, triage escalations and coordinate with HR/department heads.

Legal & Contracts:

Review operational agreements for compliance and risk exposure.

Draft simple contracts from templates and manage a contract template library.

Escalate complex matters to legal counsel with concise summaries.

Operations & Admin:

Coordinate liability insurance and permit renewals (e.g., RTA advertising permit).

Build and maintain JotForm automations, SOPs and quick-reference guides.

Translate management objectives into clear deliverables for back-office teams and act as escalation point.

CEO Support & Confidentiality:

Anticipate CEO needs; act as first point of contact when CEO is unavailable.

Screen and summarize incoming information; elevate only what requires CEO attention.

Handle sensitive documents and conversations with absolute discretion.

Preferred Qualifications:

Graduate specialized in Ms office, Calendar Management, Organization and Multitasking software, applications etc. having knowledge of all admin. activities.

Requirements:

Female Candidate between 35-40 years age

Polite and balanced temperament

Tech Savvy - aware about various tools available for increased productivity

Ability to multitask and prioritize tasks