Executive Assistant

The Bistro Group; Makati; On-site; PHP 391,000 - 614,000; Full time

Job summary

The Bistro Group in the Philippines is seeking an Executive Assistant to the Chief Operating Officer (COO) to provide high-level administrative and organizational support. You will manage the COO’s calendar, coordinate meetings, prepare reports and presentations, and handle confidential documents with professionalism.

You will liaise with department heads and key stakeholders, track deadlines, arrange travel, and assist with special projects to ensure smooth daily operations in a fast-paced

Qualifications

• Bachelor's degree in Business Administration or related field.
• 2–5 years of experience in EA/PA roles.
• Experience supporting senior executives or C-level management is an advantage.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint).

Responsibilities

• Manage the COO's calendar, appointments, meetings, and daily schedules.
• Coordinate internal and external meetings, including venue arrangements and preparation of meeting materials.
• Screen and manage incoming calls, emails, correspondence, and other communications.
• Prepare, edit, and organize reports, presentations, business letters, and other executive documents.
• Handle confidential information and sensitive business matters with utmost discretion.
• Monitor and remind the COO of important deadlines, commitments, and follow‑up items.
• Organize meetings with department heads and key stakeholders; prepare agendas and minutes.
• Arrange local and international travel itineraries and logistics.
• Support management initiatives and special projects as needed.

Skills

Executive support

Calendar management

Meeting coordination

Travel planning

Document handling

Discretion

Multitasking

Education

Bachelor's degree in Business Administration

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

The Executive Assistant to the Chief Operating Officer (COO) provides high-level administrative, organizational, and executive support to ensure the smooth and efficient management of the COO's daily activities. The role involves managing schedules, coordinating meetings, preparing reports and presentations, handling confidential documents, and facilitating communication between the COO, department heads, and other key stakeholders.

The ideal candidate must be highly organized, proactive, detail-oriented, and capable of handling multiple priorities while maintaining professionalism and confidentiality in a fast-paced corporate environment.

Key Responsibilities

1. Executive & Administrative Support

• Manage the COO's calendar, appointments, meetings, and daily schedules.
• Coordinate internal and external meetings, including venue arrangements and preparation of meeting materials.
• Screen and manage incoming calls, emails, correspondence, and other communications.
• Prepare, edit, and organize reports, presentations, business letters, and other executive documents.
• Handle confidential information and sensitive business matters with utmost discretion.
• Monitor and remind the COO of important deadlines, commitments, and follow-up items.

2. Meeting & Coordination Management

• Organize and coordinate meetings with department heads, business partners, suppliers, and other stakeholders.
• Prepare meeting agendas, minutes of meetings, and action item summaries.
• Follow up with concerned departments regarding pending deliverables and assigned tasks.
• Ensure timely communication and coordination between the COO and various departments.

3. Business & Operational Coordination

• Assist in monitoring operational reports, business updates, and other management-related documents.
• Coordinate with restaurant operations and corporate departments to gather information and updates as needed.
• Support the COO in tracking ongoing projects, business initiatives, and operational priorities.
• Assist in preparing presentations and reports for management meetings.
• Perform research and data gathering to support executive decision-making.

4. Travel & Logistics Management

• Arrange local and international travel itineraries, transportation, hotel accommodations, and other travel requirements.
• Coordinate logistics for business meetings, corporate events, and official engagements.
• Ensure that schedules and travel arrangements are properly organized and communicated.

5. Other Responsibilities

• Provide administrative assistance for special projects and management initiatives.
• Perform other related duties and responsibilities as assigned by the COO.

Qualifications

• Bachelor's degree in Business Administration, Management, Office Administration, or any related field.
• At least 2–5 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar role.
• Experience supporting senior executives or C-level management is an advantage.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Strong organizational, time-management, and multitasking skills.
• Excellent attention to detail and follow-through.
• Ability to handle confidential information with professionalism and discretion.
• Flexible, proactive, resourceful, and capable of working under pressure.
• Willing to coordinate with different departments and business units.