Executive Assistant

Virtual Business Partners LLC; Cebu City; On-site; PHP 360,000 - 600,000; Full time

Benefits offered by this job

500K per incident HMO coverage +Dental

2-week paid Christmas vacation

Electricity & Data subsidies

25K Educational Assistance

Training and equipment provided

Fixed Schedule Mon-Fri 7 AM to 4 PM

Job summary

Virtual Business Partners LLC is seeking an experienced Executive Assistant to support the Executive Team. The role involves managing business-related tasks, creating reports, organizing travel and accommodation, taking minutes, and handling various organizational duties.

You will calendar-manage, coordinate travel, prepare materials for meetings, and conduct necessary research to aid executives in decision-making.

Qualifications

• Bachelor's degree with 3+ years as Executive Assistant.
• Proficient with MS Office suite.
• Familiarity with Otter features.
• Deadline-driven in a fast-paced environment.
• Strong verbal and written communication.

Responsibilities

• Manage executive calendar, scheduling meetings, and coordinate travel arrangements.
• Support other administrative teams or projects as needed, including acting as personal assistant to the executive.
• Prepare meeting materials and conduct research to support decision-making.
• Handle expense reports and corporate communications to keep information up to date.
• Serve as gatekeeper, manage inbox, calls, and filter communications.

Skills

MS Office

Calendar management

Communication

Problem solving

Education

Bachelor's degree

Tools

MS Office suite

Job description

Job Description:

Overview of the Role

The purpose of the Executive Assistant is to support the Executive Team. The Executive Assistant will mostly managebusiness-relatedtasks for the team, such as creating reports,organisingtravel and accommodation, takingminutesand otherorganisationaltasks.

Responsibilities:

• Managing the executive’s calendar,schedulingand preparing for meetings, and coordinating travel.
• Working with or managing other administrativeteamsor projects, which may include the executive’s personal assistant.
• Creating materials necessary for meetings and presentations, including doing the research necessary for use in those materials,providesthe executive with everything necessary to make decisions.
• Administration can includeexpense reports as well as reports that the executive needs to stay on top of the informationrequiredto do their job.
• Caninclude everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included.
• Responding to email, managing the executive’s inbox, taking phone calls and, in general, serving as a gatekeeper so that only the necessary communication comes through.
• Serving on behalf. This may mean meeting with clients,returningcommunication, or relaying the executive’s wishes to reduce direct access to the executive.
• Contact management. More than simplymaintaininga contact list (though that is part of it), contact management involves helping the executive know as much as possible about acontactto give context to communication and meetings.
• Problem solving. Being able to solve problems through critical and analytical thinking for decisive action. This is especially necessary for C-level executiveassistants who may end up making managerial decisions at a moment that keeps a project moving forward.
• Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.
• A graduate of any bachelors degree with 3+ years of proven experience as an Executive Assistant
• In-depth understanding of the entire MS Office suite
• Familiarity with Otters features and functionality is considered an asset for this position.
• Must be able to meet deadlines in a fast-paced, quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Good verbal and written communication skills
• Technical skills, such as common business software and protocols.
• Sophisticated management and organizational abilities.
• Relevant industry background or knowledge for the company the executive worksat is a plus.

• 500K per incident HMO coverage + Dental & Optical benefits
• 2-week paid Christmas vacation
• Electricity & Data subsidies
• 25K Educational Assistance
• Training and equipment will be provided
• Fixed Schedule of Mon-Fri from 7 AM to 4 PM