Executive Assistant

Helpware; Hinoba-an; Hybrid; PHP 420,000 - 660,000; Full time

Job summary

Helpware is seeking an experienced Executive Assistant to support our Manila and Cebu teams. The role focuses on managing calendars, coordinating travel, and facilitating cross‑department communication to drive efficiency and project success.

The ideal candidate will be highly organized, detail-oriented, and proactive, with excellent communication skills and the ability to handle sensitive information with discretion. Experience in event planning or project coordination is a plus.

Qualifications

• Proven experience as an Executive Assistant, Administrative Coordinator, or similar role.
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite and calendar management tools.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Strong problem-solving skills and the ability to work independently.
• Experience in event planning, project coordination, or related fields is a plus.

Responsibilities

• Provide executive support, including scheduling, travel arrangements, and functional leadership assistance for respective departments.
• Act as a liaison to ensure smooth communication and collaboration between internal departments.
• Assist with the coordination and setup of special projects, bookings, and events.
• Curate meeting agendas, prepare materials, and develop presentations.
• Attending meetings, taking detailed notes, and tracking action items to ensure timely follow-ups.
• Manage calendars for the commercial team, optimizing schedules for efficiency.
• Foster a strong team culture by facilitating effective collaboration and communication across departments.
• Assist with special projects on an as-needed basis.

Skills

Executive support

Organizational skills

Communication skills

Discretion

Independent work

Problem solving

Event planning

Tools

Microsoft Office

Calendar management

Job description

About Us

Helpware is a technology-driven company with offices in the USA, Ukraine, Mexico, and the Philippines which provides Customer Experience & Operational Support for modern companies. Our team of professionals is driven by the purpose of providing best-in-class value-adding services to our partners by leveraging our empowered teams, innovative solutions, and technologies.

Our Manila and Cebu, Philippines Team is growing and we're looking for an experiencedExecutive Assistant to join our Helpware team.

Position Overview:

We are seeking a highly organized and proactive Executive Assistant to provide support to our commercial team. This role involves managing schedules, coordinating travel, facilitating communication between departments, and assisting with key projects and events. The ideal candidate is a detail-oriented problem solver who thrives in a dynamic environment and enjoys contributing to a collaborative team culture.

Key Responsibilities:

• Provide executive support, including scheduling, travel arrangements, and functional leadership assistance for respective departments.

• Act as a liaison to ensure smooth communication and collaboration between internal departments.

• Assist with the coordination and setup of special projects, bookings, and events.

• Curate meeting agendas, prepare materials, and develop presentations.

• Attending meetings, taking detailed notes, and tracking action items to ensure timely follow-ups.

• Manage calendars for the commercial team, optimizing schedules for efficiency.

• Foster a strong team culture by facilitating effective collaboration and communication across departments.

• Assist with special projects on an as-needed basis.

Qualifications:

• Proven experience as an Executive Assistant, Administrative Coordinator, or similar role.

• Strong organizational and multitasking skills with excellent attention to detail.

• Proficiency in Microsoft Office Suite and calendar management tools.

• Excellent written and verbal communication skills.

• Ability to handle sensitive information with discretion and professionalism.

• Strong problem-solving skills and the ability to work independently.

• Experience in event planning, project coordination, or related fields is a plus.