Executive Assistant

HTLand, Inc.; Mandaue; On-site; PHP 350,000 - 550,000; Full time

Job summary

HTLand, Inc. is seeking an Executive Assistant to support the Project Advisor by optimizing administrative workflows and coordinating calendars, enabling strategic leadership.

You will manage meetings, travel, communications, and documentation while maintaining confidentiality and professionalism to drive timely decision-making across the organization.

Responsibilities

• Manage the Project Advisor’s calendar, meetings and travel arrangements.
• Act as the primary liaison for the Project Advisor, handling communications and approvals.
• Provide administrative and operational support, including meeting prep, minutes, and reports.
• Oversee financial and compliance tasks such as liquidations, reimbursements, and card payments.
• Maintain confidentiality and professionalism while supporting executive initiatives.

Job description

Job Objective

The Executive Assistant exists as a pivotal support pillar within the organization, playing a key role in enhancing operational efficiency and enabling strategic initiatives. Tasked with streamlining administrative processes, the Executive Assistant is dedicated to facilitating effective communication, coordinating schedules, and managing project timelines to ensure that executives can focus on high-impact decision-making and leadership.

Key Responsibilities

• Manage the Project Advisor’s calendar, meetings, appointments, and travel arrangements, ensuring timely scheduling, coordination, and reminders of all commitments.
• Serve as the primary liaison for the Project Advisor, handling internal and external communications, screening correspondence, endorsing requests for approval, and facilitating coordination with stakeholders and departments.
• Provide comprehensive administrative and operational support, including meeting preparation, minutes-taking, report preparation, document monitoring, transmittals, and records management.
• Handle financial and compliance-related administrative processes, such as liquidations, reimbursements, company credit card payments, and submission of approved documents to Finance and external partners.
• Maintain confidentiality and professionalism while supporting executive and organizational initiatives, ensuring proper documentation of contracts and assisting with company engagement programs and special projects as required.