Executive Assistant

ACCION LABS PHILIPPINES, INC.; Metro Manila; On-site; PHP 400,000 - 800,000; Full time

Job summary

ACCION LABS PHILIPPINES, INC. seeks a highly organized Executive Assistant to support bankers and senior leadership.

You will manage calendars, coordinate meetings across regions and time zones, arrange travel, and handle expense administration while maintaining CRM records and confidential information with discretion. The ideal candidate has 3+ years in an EA/PA role, strong communication skills, and proficiency in MS Office.

Qualifications

• Bachelor's degree preferred.
• 3+ years in EA/PA/Administrative roles.
• Experience supporting senior executives or leadership teams is a plus.
• Strong calendar and meeting coordination skills.
• Familiarity with travel and expense processes.
• CRM experience a plus (DealCloud).
• Proficiency in MS Office applications.

Responsibilities

• Manage executive calendars and meeting schedules.
• Coordinate internal, client, and board-level meetings across regions.
• Arrange travel and prepare detailed itineraries.
• Prepare and format documents, trackers, and reports.
• Maintain CRM records and workflow dashboards.
• Handle confidential information with discretion.
• Leverage AI tools to streamline administrative processes.

Skills

Calendar management

Meeting coordination

Travel arrangements

Expense administration

CRM familiarity

MS Office

Discretion with confidential info

Effective communication

Independent work

Education

Bachelor's degree in Business Administration/related field

Tools

DealCloud

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to bankers and senior leadership within the Financial Advisory business. The role will be responsible for managing executive calendars, coordinating meetings, preparing documents, maintaining workflow trackers and CRM records, arranging business travel, and providing expense administration support.

The ideal candidate must have strong organizational and communication skills, excellent attention to detail, and the ability to manage multiple priorities while handling confidential information with professionalism and discretion.

Qualifications & Requirements

• Bachelor's degree in Business Administration, Management, Office Administration, or a related field is preferred.

• 3+ years' experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar support role.

• Experience supporting senior executives, bankers, or leadership teams is an advantage.

• Strong experience in calendar management, meeting coordination, document preparation, and travel arrangements.

• Familiarity with expense administration and travel and expense (T&E) processes.

• Knowledge of CRM platforms, preferably DealCloud, is an advantage.

• Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.

• Familiarity with AI tools and digital productivity solutions is a plus.

• Excellent verbal and written communication skills.

• Strong organizational, time management, and multitasking abilities.

• High attention to detail and ability to handle confidential information with discretion.

• Ability to work independently, prioritize competing demands, and meet tight deadlines.

Key Responsibilities

1. Calendar, Meetings & Scheduling Management

• Manage executive calendars, appointments, and meeting schedules.

• Coordinate internal, client, and board-level meetings across different teams, regions, and time zones.

• Resolve scheduling conflicts, manage calendar changes, and prioritize meeting requests.

• Arrange meeting logistics, including room bookings, meeting materials, and technology setup.

• Ensure all meeting requirements are properly coordinated and communicated to stakeholders.

2. Document, Data & Workflow Management

• Prepare, format, and maintain executive documents, presentations, biographies, trackers, and recurring reports.

• Maintain and update CRM records, including DealCloud notes and related information.

• Conduct pre-meeting research and assist with ad hoc data analysis.

• Maintain workflow trackers, dashboards, and document management standards.

• Handle confidential documents and ensure appropriate access and information security.

• Leverage AI tools and other available technologies to streamline administrative processes and improve workflow efficiency.

3. Travel & Logistics Management

• Arrange and coordinate business travel, including flight bookings, hotel accommodations, and ground transportation.

• Prepare and maintain detailed travel itineraries for executives and business-related events.

• Manage itinerary changes, travel disruptions, cancellations, and re-bookings.

• Provide travel assistance and support to executives throughout their trips.

• Ensure travel arrangements comply with company policies and documentation requirements.

4. Expense & Financial Administration

• Provide basic travel and expense (T&E) administration support.

• Assist with expense report preparation, submission, and monitoring.

• Track invoice approvals and resolve expense processing exceptions.

• Review expense submissions for completeness and adherence to company policies.

• Assist executives with expense-related inquiries and self-service submissions.

• Support financial administration and ensure timely processing of expense-related requirements.

5. Process Improvement & Administrative Support

• Identify opportunities to improve administrative workflows and operational processes.

• Support continuous improvement initiatives across the Executive Assistant Support function.

• Ensure accuracy, consistency, and timely completion of administrative tasks.

• Collaborate with internal stakeholders to deliver efficient executive support services.