Executive Assistant

The Moment Group; Pasig; On-site; PHP 400,000 - 600,000; Full time

Job summary

A leading company in the F&B industry seeks an Executive Assistant to provide high-level administrative support to the Executive Team. The role emphasizes organizational skills, discretion, and the ability to multitask in a fast-paced environment. Responsibilities include managing calendars, coordinating communications, and overseeing travel arrangements. Candidates should possess a bachelor’s degree and have 3-5 years of relevant experience.

Qualifications

• 3-5 years experience as an Executive Assistant in F&B or corporate sectors.
• Strong proficiency in MS Office and Google Suite.
• Ability to manage multiple priorities effectively.

Responsibilities

• Manage executive’s calendar and coordinate meetings.
• Serve as the main point of contact for stakeholders.
• Organize team events and executive meetings.

Skills

Organizational skills

Time management

Communication

Discretion

Problem-solving

Education

Bachelor’s degree in Business Administration or Management

Tools

Microsoft Office

Google Suite

Scheduling tools

Job description

Job Summary:

The Executive Assistant provides high-level administrative support to the Executive Team, ensuring seamless day-to-day operations. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle multiple tasks in a fast-paced environment. The Executive Assistant will act as a key liaison between the executive and internal/external stakeholders while managing schedules, communications, and administrative tasks.

Key Responsibilities:

1. Administrative & Executive Support

• Manage the executive’s calendar, schedule meetings, and coordinate appointments.

• Handle confidential documents and communications with discretion.

• Prepare reports, presentations, and correspondence on behalf of the executive.

• Organize and maintain files, records, and databases.

• Oversee travel arrangements, itineraries, and accommodation for business trips.

2. Communication & Stakeholder Management

• Serve as a primary point of contact for internal and external stakeholders.

• Screen calls, emails, and messages, prioritizing and responding on behalf of the executive when necessary.

• Draft and proofread business correspondence, emails, and memos.

• Facilitate communication between the executive and department heads.

3. Meeting & Event Coordination

• Prepare agendas, minutes, and follow-ups for meetings.

• Organize team events, executive meetings, and company-wide initiatives.

• Ensure meeting logistics, including venue, catering, and materials, are well-arranged.

4. Project & Task Management

• Assist in managing special projects, ensuring deadlines and deliverables are met.

• Conduct research and compile data to support decision-making.

• Track key tasks, initiatives, and action items assigned to the executive.

5. Office & Personal Assistance (as needed)

• Handle minor personal tasks to support the executive’s efficiency.

• Ensure the executive's workspace is organized and well-maintained.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, or a related field.

• Experience: At least 3-5 years of experience as an Executive Assistant, preferably in the F&B, hospitality, or corporate industry.

• Skills & Competencies:

  • Strong organizational and time management skills.

  • Excellent written and verbal communication.

  • High level of discretion and professionalism.

  • Proficiency in Microsoft Office (Excel, Word, PowerPoint), Google Suite, and scheduling tools.

  • Ability to handle multiple priorities in a fast-paced environment.

  • Strong problem-solving and critical-thinking skills.

  • Experience in event planning and travel coordination is a plus.