Executive Assistant

Studio West Philippines, Inc; Mandaluyong; Hybrid; PHP 480,000 - 720,000; Full time

Benefits offered by this job

HMO for employees

HMO for dependents

Retirement plan

Life insurance

Medicine reimbursement

Vision and gym subsidy

Internet subsidy (WFH)

Mental wellness programs

Job summary

Studio West Philippines, Inc. is seeking an Executive Assistant to provide proactive, high-level administrative support to U.S.-based executives, managing complex calendars, travel, and communications across time zones.

This role is hybrid, with a Monday-to-Friday schedule, offering competitive benefits including health coverage, retirement plans, and subsidies for internet and wellness, while upholding confidentiality and executive priorities.

Qualifications

• Bachelor's degree or equivalent experience.
• 5+ years of executive or administrative support, preferably for senior executives.
• Experience supporting U.S.-based executives and in U.S. corporate environments.
• Willing to work during U.S. Pacific Time hours.
• Strong calendar management, travel coordination, and expense management.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Comfort with AI tools to improve workflows.
• Excellent written and verbal English communication.
• Ability to manage multiple priorities and handle confidential information.

Responsibilities

• Provide proactive, high-level calendar and scheduling support for executives.
• Coordinate domestic and international travel and expense reporting.
• Plan and coordinate leadership meetings, agendas, materials, and follow-up.
• Leverage technology and AI tools to improve productivity and workflows.
• Maintain confidentiality and manage cross-geography communication with stakeholders.

Skills

Calendar management

Travel coordination

Executive support

English proficiency

MS 365 apps

AI tools familiarity

Discretion & confidentiality

Independent work

Education

Bachelor's degree or equivalent experience

Tools

Microsoft 365

Outlook

Teams

PowerPoint

AI tools

Job description

Here at Studio West, we give you what you need:

WORK-LIFE BALANCE

• Monday to Friday work schedule

• Paid time-off benefits

• Hybrid work set-up: combination of Work from Home (WFH) and Return to Office (RTO) set-up

CAREER GROWTH AND OPPORTUNITY

Our people-focused culture enables us to create a work environment that provides everyone purpose and allows each one to make their mark in their careers.

• Level up technical and soft skills through continuous learning and training programs

• Room for career progression. Studio West is an equal-opportunity employer, processing candidates based on their qualifications and evaluating employees on performance and adherence to our corporate values. We provide promotional opportunities to those who are experienced and qualified from our ranks.

JOB SECURITY

We want our employees to focus and excel on their jobs without having to worry about anything else.

• Regular, full-time positions offered

• A growing, stable company working with US-based teams

COMPETITIVE BENEFITS

We value our employees' health and well-being. We believe in ensuring that they are healthy and happy while working with us.

• HMO for all employees upon start date with coverage above current market standards

• HMO for dependents after a year of working in the company

• Retirement Plan (Defined Benefit and Defined Contribution)

• Life insurance coverage

• Medicine reimbursement

• Vision and gym subsidy

• Internet subsidy while working from home

• Mental wellness programs

GENERAL PURPOSE:

The Executive Assistant provides proactive, high-level administrative and operational support to U.S.-based executive leaders, enabling them to operate effectively and efficiently. This role manages complex scheduling, travel, communications, meeting coordination, and executive priorities while leveraging technology, automation, and sound judgment to enhance productivity, organization, and overall business effectiveness.

Executive & Calendar Support

1. Provide proactive, high-touch support to the Chief People Officer and Chief Information & Digital Officer.

2. Own and manage complex, dynamic calendars across internal and external stakeholders.

3. Prioritize meetings thoughtfully, resolve scheduling conflicts, and anticipate where executive attention is most needed.

4. Coordinate meetings across multiple time zones and locations.

5. Prepare executives for upcoming meetings by ensuring they have the right information, materials, context, and logistics.

6. Protect executive focus time while remaining responsive to changing business priorities.

Travel & Expense Management

1. Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and other logistics.

2. Build clear, comprehensive travel schedules and proactively manage changes or disruptions.

3. Prepare and submit accurate, timely expense reports.

4. Track receipts, reconcile expenses, and follow through on outstanding items.

5. Partner with internal teams and external vendors as needed to resolve travel or expense issues.

Meetings & Executive Coordination

1. Coordinate leadership meetings, team meetings, offsites, and other executive events.

2. Manage meeting logistics, invitations, materials, and follow-up.

3. Capture action items and help ensure important commitments do not fall through the cracks.

4. Support preparation of agendas, presentations, documents, and other executive materials as needed.

5. Maintain a high degree of confidentiality when working with sensitive business, employee, and organizational information

Technology, AI & Continuous Improvement

1. Use technology confidently to organize work, communicate effectively, and improve executive productivity.

2. Leverage AI tools thoughtfully for tasks such as meeting preparation, information synthesis, drafting, research, organization, and workflow improvement.

3. Look for opportunities to automate repetitive work and simplify administrative processes.

4. Learn new tools quickly and help the executives you support get greater value from technology.

5. Bring ideas forward rather than simply maintaining existing processes.

Partnership & Communication

1. Serve as a trusted point of coordination between executives and internal and external stakeholders.

2. Communicate professionally and confidently with employees and leaders at all levels of the organization.

3. Build strong relationships with other executive assistants and partners across One Workplace and Studio West.

4. Exercise sound judgment about urgency, confidentiality, priorities, and when to escape.

5. Represent the executives you support with warmth, professionalism, responsiveness, and discretion.

REQUIREMENTS:

1. Bachelor's degree or equivalent experience.

2. 5+ years of experience providing administrative or executive support, ideally including direct support for senior executives.

3. Demonstrated experience supporting U.S.-based executives and working within U.S. corporate environments.

4. Ability and willingness to consistently work during U.S. Pacific Time business hours (night schedule).

5. Exceptional calendar management, scheduling, travel coordination, and expense-management skills.

6. Strong proficiency with modern workplace technology and productivity tools., including Microsoft 365 applications such as Outlook, Teams, Word, Excel, PowerPoint.

7. Familiarity with AI tools and genuine curiosity about how AI and automation can improve everyday work.

8. Excellent written and verbal English communication skills.

9. Strong attention to detail and an ability to manage multiple priorities without losing sight of the bigger picture.

10. Excellent judgment, discretion, and comfort handling confidential information.

11. A proactive mindset. You anticipate what is needed rather than waiting to be asked.

12. Ability to work independently while staying closely connected to executives and colleagues across geographies.

13. Comfort in operating in a fast-paced, evolving environment where priorities can change quickly.

14. Demonstrates Studio West's corporate values of Accountability and Integrity, Promote Collaboration, Excellence, Best People, Out-of-the-Box Thinking, and Can-Do Attitude.

PREFERRED QUALIFICATIONS

1. Prior experience supporting multiple C-suite or senior executives simultaneously.

2. Experience supporting leaders in People/HR, Technology, Digital, or other corporate functions.

3. Experience coordinating complex domestic and international executive travel.

4. Experience working within a distributed or global team.

5. Experience using AI, automation, or digital productivity tools to improve executive or administrative workflows.

Our office is at Rockwell Business Center-Sheridan, Sheridan St. cor. United St., Barangay Highway Hills, Mandaluyong City.

We welcome you to try us out and join #teamstudiowest. We look forward to seeing you soon!

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