Executive Assistant

VBP; Cebu City; On-site; PHP 450,000 - 540,000; Full time

Benefits offered by this job

HMO coverage (500K per incident)

Dental & Optical benefits

2-week paid Christmas vacation

Electricity & Data subsidies

Educational Assistance (25K)

Training and equipment provided

Fixed schedule Mon-Fri 7 AM to 4 PM

Job summary

VBP seeks an Executive Assistant to support the Executive Team in Cebu City. You will manage calendars, prepare reports, organize travel and accommodations, and take minutes for meetings to ensure efficient decision-making.

The role requires a Bachelor's degree with 3+ years of EA experience, strong MS Office skills, and excellent communication. You will handle inbox management, gatekeeping, and coordinate cross-team tasks with discretion.

Qualifications

• Bachelor's degree in a relevant field with 3+ years in an EA role.
• Strong MS Office skills and familiarity with Otter is a plus.
• Able to manage calendars, travel, reports, and communications.

Responsibilities

• Manage executive calendars, meetings, and travel arrangements.
• Prepare materials and conduct basic research for meetings.
• Handle emails, gatekeep communications, and respond on behalf of executives.
• Assist with expense reports, petty cash, and light bookkeeping as needed.
• Support administrative teams and projects; take minutes and coordinate tasks.

Skills

3+ years experience

MS Office proficient

Excellent written & verbal comms

Proactive problem solving

Gatekeeping & scheduling

Time management

Attention to detail

Education

Bachelor's degree

Tools

Otter

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