Executive Assistant

E-Solutions IT Services; Muntinlupa; On-site; PHP 279,000 - 390,600; Full time

Job summary

A technology services firm in Metro Manila is looking for an Executive Assistant with at least 1 year of experience to manage correspondence, coordinate schedules, and support operational and people management tasks. Excellent proficiency in Microsoft Office Suite and strong organizational skills are essential. The role involves coordinating meetings and providing administrative support for recruitment activities while maintaining confidentiality and fostering strong relationships across the firm.

Qualifications

• Minimum 1 year of experience as an Executive Assistant, preferably in professional services.
• Proactive, professional, and team-oriented.
• Ability to maintain confidentiality.

Responsibilities

• Manage correspondence and calendars using Microsoft Office Suite.
• Proactively monitor and adjust schedules, resolve clashes.
• Organise and coordinate meetings, including materials preparation.

Skills

Strong proficiency in Microsoft Office Suite

Excellent organisational skills

Strong written communication abilities

Strong verbal communication abilities

Ability to multitask

Time management skills

Professional and team-oriented mindset

Job description

Correspondence, Meeting & Diary Management

• Manage correspondence and calendars using Microsoft Office Suite.
• Proactively monitor and adjust schedules, resolve clashes, and liaise with internal and external stakeholders.
• Understand key stakeholder priorities and reflect them in effective diary planning.
• Organise and coordinate meetings, including preparing materials and taking minutes when required.
• Coordinate domestic and international travel arrangements, including travel-related documentation and expense tasks.
• Provide support for internal and external event planning and execution.

Operational Management & Reporting

• Ensure timesheets, expense claims, and time/expense transfers are completed accurately and on time.
• Process WIP/CRM reports as part of financial and operational reporting.
• Provide assistance to colleagues during periods of absence to maintain workflow continuity.

People & Culture Support

• Meet internal deadlines for performance management activities, including goal setting, engagement reviews, and quarterly check-ins.
• Provide administrative support for recruitment activities.
• Assist with onboarding and offboarding processes, including documentation, asset collection, and People Movements reconciliation.
• Support People Direct queries, CECs, and related tasks.
• Build strong working relationships across the firm.
• Maintain compliance with independence requirements at all times.

Job Requirements:

• Minimum 1 year of experience as an Executive Assistant (professional services experience preferred).
• Strong proficiency in Microsoft Office Suite.
• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• Ability to multitask, prioritise, and maintain confidentiality.
• Proactive, professional, and team-oriented.