Executive Assistant

Moder; Muntinlupa; Remote; PHP 360,000 - 600,000; Full time

Benefits offered by this job

WFH Ready

Can Start ASAP

Job summary

Moder is seeking an organized Executive Assistant in the Philippines to provide comprehensive administrative support to leadership. The role involves handling communications, onboarding support, invoices, contracts, and day-to-day operations with discretion and professionalism.

The ideal candidate will manage calendars, screen emails, prepare expense reports, and coordinate with HR and vendors. This position offers WFH readiness and a start-asap timeline, with a focus on accuracy and proactive

Qualifications

• 3+ years of executive, administrative, or business support experience.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills.

Responsibilities

• Manage executive calendars, scheduling, meeting coordination, and related logistics.
• Screen, prioritize, and route emails.
• Prepare and submit expense reports accurately and on time.
• Review invoices for accuracy against purchase orders, contracts, and supporting documents.
• Coordinate employment details with hiring managers and HR.
• Maintain accurate and secure onboarding records.
• Interact professionally with leaders, employees, customers, and vendors.

Skills

Executive support

Administrative support

Calendar management

Confidentiality

Communication

Multitasking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Provide trusted executive support, keep priorities moving, and bring accuracy and discretion to critical business activities.

WFH Ready

Can Start Asap

Position Summary

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to provide comprehensive administrative, operational, and executive support. This role is a key partner to leadership, managing communications, coordinating business activities, supporting onboarding, processing invoices and expenses, maintaining contracts and records, and ensuring day-to-day operations run efficiently.

The ideal candidate demonstrates exceptional attention to detail, strong judgment, emotional intelligence, and the ability to manage multiple priorities in a fast-paced environment. They must handle sensitive information with discretion and communicate professionally with executives, managers, employees, customers, vendors, and stakeholders.

Key Responsibilities

Executive Support & Communication

• Manage executive calendars, scheduling, meeting coordination, and related logistics.
• Screen, prioritize, and route emails.
• Provide support outside normal business hours when urgent business needs arise.
• Prepare and submit expense reports accurately and on time.
• Organize and reconcile receipts and supporting documentation.
• Track reimbursements and follow up on outstanding approvals.
• Review invoices for accuracy against purchase orders, contracts, and supporting documents.
• Coordinate invoice approvals and payment processing.
• Maintain organized records of invoices, expenses, approvals, and payments.
• Communicate with vendors and internal stakeholders regarding payment inquiries.
• Prepare and distribute offer letters using approved company templates.
• Coordinate employment details with hiring managers and HR.
• Send onboarding documents and track completion.
• Maintain accurate and secure onboarding records.
• Support a smooth and positive new hire onboarding experience.

Contract & Document Administration

• Maintain secure and organized digital records of company, client, and vendor agreements.
• Coordinate electronic signature requests and document retention.
• Track contract execution and renewal dates.
• Prepare, proofread, distribute, and archive business documents.
• Safeguard confidential legal, financial, personnel, payroll, and compensation information.

Professional Relationships & Confidentiality

• Interact professionally with leaders, employees, customers, and vendors.
• Handle confidential and sensitive matters with discretion.
• Demonstrate sound judgment, emotional intelligence, and professionalism.
• Build strong working relationships across all levels of the organization.
• Proactively anticipate needs, identify risks, and support leadership priorities.

Qualifications

Required

• 3+ years of executive, administrative, or business support experience.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills.
• Proven ability to maintain confidentiality.
• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities and deadlines independently.

Preferred

• Experience with expense reporting and reimbursement processes.
• Experience with invoice processing, contract administration, and document management.
• Familiarity with DocuSign, Adobe Sign, or similar e-signature platforms.

Core Competencies

• Confidentiality & Integrity
• Executive Presence
• Attention to Detail
• Sound Judgment
• Organization & Follow-Through
• Proactive Problem-Solving
• Effective Communication

Success in This Role

• Keeps executives organized, informed, and prepared.
• Processes invoices, expenses, contracts, and onboarding documents accurately and on time.
• Maintains professionalism and discretion when handling sensitive information.
• Builds strong relationships with internal and external stakeholders.
• Anticipates needs, resolves issues proactively, and enables leadership success.