Executive Assistant

Propel Manila; Makati; On-site; PHP 390,600 - 558,000; Full time

Job summary

A dynamic organization in Makati is seeking an Executive Assistant to support the Client Services Director. The role involves managing complex schedules, coordinating administrative tasks, and acting as a liaison to various stakeholders. Successful candidates should have strong communication skills, problem-solving capabilities, and experience with Microsoft Office tools. This position requires discretion and the ability to maintain confidentiality.

Qualifications

• Strong written and verbal communication skills.
• Ability to manage multiple priorities effectively.
• Experience in maintaining discretion in handling confidential matters.

Responsibilities

• Manage complex meeting schedules and coordinate logistics.
• Complete administrative tasks to support the Client Services Director.
• Serve as primary contact for internal and external stakeholders.
• Prepare documents for the Board of Directors.

Skills

Problem Solving

Communication

Strategic Thinking

Interpersonal Skills

Research Skills

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

The Executive Assistant manages both (a) strategic projects and (b) administrative support for the executive s/he is assigned to. This support transcends both what is official for Propel Manila, alongside external projects that have indirect connection to Propel Manila e.g. ventures at Elesi Studios, Advocacy campaigns, Thought-Leadership projects, to name a few. It is important that the talent understands the power of creativity in solving problems, and in exercising good judgment in a variety of situations.

Apart from managing day-to-day administrative tasks, he/she has strong written and verbal communication skills, organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on special projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Executive Support and Management

• Manages and coordinates heavy, complex meeting schedule, including the management of calendars, related correspondence, meeting details, and logistics coordination;
• Completes a broad variety of administrative tasks that facilitate the CSD and Business Unit Directors' ability to effectively lead the organization, including: completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; facilitate schedule and coordination for annual executive check-ups; and manages and coordinates errands including but not limited to: bank transactions (Managers check, credit card payments, etc.), post-paid account transactions, booking of driver as necessary.
• Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the CSD, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CSD's style and organizational policy.
• Serve as the CSDs administrative liaison to the Board of Directors and ensures to prepare documents for review and presentation to boards of directors.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CSD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

Key Skills and Requirements

• Problem Solving, Persistence & Belief on the power of the Big Idea to create purposive work;
• Articulate to communicate clear thoughts and more importantly, directions;
• Strategic in its identification of problems, approaches or solutions;

Technical Experiences

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint;
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Knowledge of other languages is an asset;

(1) Executive Assistant - reports to the Client Services Director

(1) Jr. Executive Assistant - supports the Executive Assistant of the CEO