Executive Assistant

Rippedboxstation; Manila; On-site; PHP 334,800 - 558,000; Full time

Job summary

A dynamic company in Manila is seeking a Virtual Executive Assistant to support C-level executives. Responsibilities include managing calendars, organizing travel, and preparing documents. The ideal candidate is highly organized, has excellent communication skills, and is proficient in office software. This role requires discretion and the ability to handle confidential information.

Qualifications

• Proven work experience as a Virtual Executive Assistant for C-level executives.
• Excellent verbal and written English communication skills.
• Highly organized and detail-oriented; able to efficiently prioritize multiple tasks.

Responsibilities

• Maintain and coordinate executive calendars with effective time management.
• Serve as the primary point of contact between executives and stakeholders.
• Plan and organize complex domestic and international travel itineraries.

Skills

Virtual Executive Assistant experience

Familiarity with GSuite, Zoom, Slack, Asana, Notion

Proficiency in MS Excel

Excellent communication skills

Strong organizational skills

Tools

MS Outlook

MS PowerPoint

Calendly

Google Calendar

Job description

Number of hours: 40 hours/week
Schedule: CST

Tasks required:

Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

Handle sensitive and confidential information with the utmost discretion and professionalism

Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

Other ad hoc tasks that would be assigned

Requirements:

Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role

Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)

Strong proficiency in office software and communication tools (MS Excel, MS Outlook, MS Powerpoint, etc.)

Knowledge of online calendars and scheduling (Calendly, Google Calendar)

Excellent verbal and written English communication skills

Discretion and the ability to handle confidential information

Excellent phone, email and instant messaging communication skills

Highly organized and detail-oriented; able to efficiently prioritize multiple tasks

Adaptability and a proactive mindset

Professional demeanor and strong interpersonal skills

Ability to work independently and in a team-oriented environment

Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision