Executive Assistant

VBP Back Office Solutions Inc.; Cebu City; On-site; PHP 320,000 - 520,000; Full time

Benefits offered by this job

HMO coverage 500K

Dental & Optical benefits

2-week Christmas vacation

Electricity & Data subsidies

Educational Assistance 25K

Training provided

Fixed Mon-Fri 7 AM–4 PM

Job summary

VBP Back Office Solutions Inc. is seeking an Executive Assistant to support the Executive Team. The role involves managing business tasks, creating reports, organizing travel, and taking minutes to keep information flowing efficiently.

Ideal candidates have a bachelor’s degree with 3+ years of EA experience, strong MS Office skills, and the ability to work under tight deadlines in a dynamic environment. Training and equipment will be provided.

Qualifications

• Bachelor’s degree with 3+ years of proven experience as an Executive Assistant.
• Proficient in MS Office and able to quickly learn business tools.
• Familiarity with Otter or similar transcription tools is an asset.
• Able to meet deadlines in a fast-paced environment.
• Proactive problem-solving with strong decision-making skills.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.

Responsibilities

• Manage executive calendar, schedule and prepare for meetings, and coordinate travel.
• Collaborate with administrative teams and projects as needed, including personal assistant tasks.
• Create materials for meetings and conduct research to support presentations.
• Prepare expense reports and other governance or reporting duties.
• Handle office logistics such as mail, supplies, and petty cash as required.

Skills

Calendar management

Communication

Problem solving

Organizational skills

Gatekeeper duties

Education

Bachelor's degree

Tools

MS Office

Otter.ai

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 bachelor's degree with 3+ years of proven experience as an Executive Assistant
• In-depth understanding of the entire MS Office suite
• Familiarity with Otter's 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