Executive Assistant

HRTX; Makati; On-site; PHP 279,000 - 502,000; Full time

Job summary

HRTX is seeking an experienced Executive Assistant to manage calendars, arrange travel, and support global operations. You will coordinate internal and external meetings, prepare documents, and maintain confidential files.

The ideal candidate holds a bachelor’s degree, has at least one year of experience supporting international firms, and demonstrates excellent English communication, organization, and discreet problem-solving under pressure.

Qualifications

• Education: Bachelor’s degree required.
• Experience: At least 1 year as an Executive/Administrative/Remote Assistant, preferably for international firms.
• Tech: Proficiency in Microsoft Office; SharePoint or Visio a plus.
• Communication: Excellent written and verbal English with professional telephone etiquette.
• Organization: Strong multi-tasking and ability to prioritize under tight deadlines.
• Mindset: Proactive, discreet with confidential data, and calm under pressure.

Responsibilities

• Schedule and manage complex calendars, resolve conflicts, and keep appointments updated.
• Organize internal and external meetings, book venues, and coordinate logistics.
• Arrange travel itineraries including flights, hotels, and ground transport.
• Plan and track multiple assignments to meet tight deadlines.
• Support ad hoc projects and coordinate with cross-functional teams.
• Maintain distribution lists, contact databases, and department files.
• Draft, proofread, and format emails, memos, and reports.
• Screen calls, manage messages, and route inquiries appropriately.
• Build and maintain relationships across global offices with confidentiality.

Skills

Executive support

Written & verbal communication

Multi-tasking

Remote coordination

Problem solving

Education

Bachelor's degree

Tools

Microsoft Office

SharePoint

Visio

Job description

Calendar & Travel Management

• Scheduling: Manage complex calendars, resolve conflicts, and keep all appointments up to date.

• Events & Meetings: Organize internal and external meetings, book venues/conference rooms, and coordinate logistics with all parties.

• Travel Coordination: Arrange comprehensive itineraries, including flights, trains, hotel accommodations, and ground transportation.

Administrative & Project Support

• Workflow Management: Plan, prioritize, and track multiple assignments to meet tight deadlines.

• Project Support: Execute ad hoc projects efficiently and coordinate with cross-functional business support teams.

• Data & Contacts: Maintain distribution lists, contact databases, and department files.

Communication & Relationship Management

• Document Preparation: Draft, proofread, and format emails, memos, and reports to ensure flawless grammar and style.

• Correspondence: Screen phone calls, manage messages, and route inquiries appropriately.

• Stakeholder Engagement: Build strong, trusting relationships across global offices while maintaining strict confidentiality on sensitive matters.

Qualifications & Requirements

• Education: Bachelor’s degree required.

• Experience: At least 1 year of experience as an Executive, Administrative, or Remote Assistant (experience supporting a large international law firm or global professional services firm is strongly preferred).

• Tech Skills: Intermediate proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint). Knowledge of SharePoint or Visio is a plus!

• Communication: Exceptional written and verbal English communication skills, including professional telephone etiquette.

• Organization: Outstanding multi-tasking skills with the ability to prioritize requests from multiple stakeholders under tight deadlines.

• Mindset: Proactive, solutions-oriented, discreet with confidential data, and calm under pressure.