Executive Assistant

WrkPod Inc.; Dumaguete; On-site; PHP 300,000 - 540,000; Full time

Job summary

WrkPod Inc. in the Philippines is seeking an experienced Executive Assistant to partner with the Managing Director and keep the leadership team organized and focused.

You will manage calendars, coordinate internal and external meetings, prepare briefing materials, and track action items with accountability. You will handle high-priority communications, support confidential projects, and collaborate with clients and team members to ensure timely execution.

Qualifications

• Prior experience as an Executive Assistant, Personal Assistant, or senior administrative professional is required.
• Experience in financial services or professional services is advantageous.
• Excellent written and verbal communication skills.
• Strong time management with ability to juggle multiple priorities.
• Discretion and sound judgment when handling confidential information.

Responsibilities

• Calendar & Schedule Management: Proactively maintain the Managing Director's calendar, resolve scheduling conflicts, and coordinate appointments.
• Inbox & Priority Control: Monitor, prioritize, and manage emails to ensure timely follow-ups.
• Meeting & Briefing Preparation: Prepare meeting agendas, background documents, reports, and presentations.
• Action Tracking & Accountability: Capture meeting outcomes, maintain executive task lists, drive follow-through on actions and deadlines.
• Stakeholder & Team Coordination: Serve as a point of contact for clients, business partners, and team members.
• Special Projects & Initiatives: Assist in planning and executing key business projects, travel logistics, and company events.
• Confidentiality: Exercise discretion when handling sensitive information.

Skills

Calendar management

Communication

Organization

Discretion

Proactivity

Tools

MS Office/Google Workspace

Job description

Overview

In this pivotal role, you will act as a strategic partner to executive leadership—taking ownership of day-to-day operations, streamlining communications, and managing high-priority commitments. By keeping the Managing Director organized, focused, and ahead of schedule, you will play a crucial role in enabling our firm’s continued growth and strategic expansion.

Job Responsibilities

• Calendar & Schedule Management: Proactively maintain the Managing Director's calendar, resolve scheduling conflicts, and coordinate external/internal appointments.

• Inbox & Priority Control: Monitor, prioritize, and manage incoming communications and emails to ensure timely follow-ups and action on urgent matters.

• Meeting & Briefing Preparation: Prepare comprehensive meeting agendas, background documents, reports, and presentations before key engagements.

• Action Tracking & Accountability: Capture key meeting outcomes, maintain executive task lists, and drive follow-through on key actions, commitments, and deadlines.

• Stakeholder & Team Coordination: Serve as a dependable point of contact for clients, business partners, and team members, facilitating seamless information flow.

• Special Projects & Initiatives: Assist in planning, organizing, and executing key business projects, travel logistics, and company events as required.

• Confidentiality: Exercise high-level discretion and sound judgment when handling sensitive company and client information.

Job Requirements

• Proven Experience: Prior experience as an Executive Assistant, Personal Assistant, or senior administrative professional is required. Experience within financial services or professional services is strongly advantageous.

• Proactive & Results-Driven: High level of initiative—you anticipate needs before they arise and take ownership rather than waiting for direction.

• Exceptional Communication: Clear, confident, and professional verbal and written communication skills suitable for executive and client-facing interactions.

• Strong Organization: Masterful time management skills with a proven ability to juggle multiple competing priorities in a fast-paced environment.

• Tech-Savvy: Comfortable navigating digital productivity tools, executive management software, and quickly adapting to new systems.

• Discretion & Judgment: Sound decision-making capabilities combined with absolute discretion regarding confidential business matters.