Executive Assistant

VA Masters; Navotas; On-site; PHP 669,600 - 1,116,000; Full time

Job summary

VA Masters in the Philippines is seeking an Executive Assistant to provide confidential, high-level administrative and operational support to the President & CEO. The role demands superb organization, discretion, and the ability to manage complex scheduling and communications on behalf of a senior leader.

You will coordinate board activities, travel, expense reporting, and cross-functional meetings, while maintaining the CEO's time for strategic priorities.

Qualifications

• 4+ years providing executive-level administrative support to a C-suite or senior leader.
• Proficiency with Microsoft 365 including Outlook, Teams, SharePoint, and Planner.
• Exceptional organizational and time management skills in a fast-paced environment.
• Strong written communication, with experience drafting executive correspondence.
• Excellent spoken English and professional telephone manner.
• High degree of professionalism, discretion, and judgment with confidential information.
• Dependable, detail-focused, and able to work independently.
• Strong communication and collaboration across multiple stakeholders.

Responsibilities

• Run the CEO's calendar with strategic judgment and coordinate complex scheduling.
• Draft and prepare correspondence, briefings, presentations, and talking points for the CEO.
• Coordinate logistics for Board of Directors meetings, including minutes.
• Manage travel arrangements, expense reporting, and logistical needs for the CEO.
• Serve as the first point of contact for the CEO's office, routing inquiries professionally.
• Support senior leadership coordination, including all-staff meetings and retreats.
• Track action items and deliverables, keeping leadership informed.
• Maintain confidentiality and professionalism at all times.
• Provide administrative support to senior management on communications and donor activities.

Skills

Executive support

Microsoft 365

Time management

Written communication

English proficiency

Discretion

Independence

Stakeholder coordination

Tools

Outlook

Teams

SharePoint

Planner

Asana

Monday.com

Job description

Job Summary: We're looking for a highly organized and discreet Executive Assistant to give confidential, high-level administrative and operational support to our President & CEO. This is a trusted-partner role — running complex scheduling and communications, coordinating board and leadership activities, and keeping the CEO's time and attention on the things that create the greatest impact. The right candidate brings strong written English, sound judgment, and the professionalism to represent a senior executive's office with warmth and discretion.

Key Responsibilities:

• Run the CEO's calendar with strategic judgment, prioritizing and coordinating complex scheduling across internal leadership, board members, external partners, funders, and stakeholders

• Draft, edit, and prepare correspondence, briefings, presentations, and talking points for the CEO, keeping every communication accurate, professional, and true to the CEO's voice

• Coordinate logistics and materials for Board of Directors meetings, including scheduling, agenda preparation, document compilation, and minute-taking

• Look after the CEO's travel arrangements, expense reporting, and logistical needs with accuracy and efficiency

• Serve as a knowledgeable first point of contact for the CEO's office, fielding inquiries and routing communications professionally

• Support senior leadership coordination, including scheduling all-staff meetings, leadership retreats, and cross-functional gatherings

• Track and follow up on action items, commitments, and key deliverables, keeping leadership informed and holding things accountable

• Treat sensitive and confidential information with the highest level of professionalism at all times

• Provide administrative support to members of the senior management team as directed, spanning communications, donor administration, and coordination across departments

Mandatory Skills:

• 4+ years providing executive-level administrative support, ideally to a C-suite or senior leader

• Proficiency with Microsoft 365, including Outlook, Teams, SharePoint, and Planner

• Exceptional organizational and time management skills, able to balance competing priorities in a fast-paced environment

• Strong written communication skills, including experience drafting executive correspondence and preparing polished documents

• Excellent spoken English and a professional phone manner

• A high degree of professionalism, discretion, and sound judgment when handling confidential information

• Dependable, detail-focused, and able to work independently

• Strong communication skills and the ability to collaborate with multiple stakeholders

Preferred Skills:

• Experience supporting executive leadership in a nonprofit or advocacy organization

• Familiarity with board governance and nonprofit board meeting coordination

• Experience with project management tools such as Planner, Asana, or Monday.com

• Able to handle several projects and priorities at once

• Experience coordinating across a distributed or multi-department team

Why Join Us:

This is a chance to work closely with senior leadership and make a meaningful difference to the day-to-day operations of a mission-driven organization. You'll be trusted with real responsibility, enjoy variety in your work, and have room to grow alongside a supportive team. If you take pride in keeping executives organized and operations running smoothly, this role is a great fit.