Executive Assistant

GAIC Professional Services Inc.; Philippines; On-site; PHP 360,000 - 600,000; Full time

Job summary

Virtual Staffing Solutions in the Philippines seeks an experienced Executive Assistant to support the CEO and Chairman. You will manage calendars, coordinate travel and meetings, prepare reports, and handle confidential communications with discretion.

As a pivotal liaison across departments, you will organize events, oversee email inboxes for the executive team, and ensure a smooth, professional experience for internal and external stakeholders.

Qualifications

• Significant experience as an Executive Assistant supporting senior-level executives, preferably in the BPO industry.
• Excellent communication skills and proficient in drafting and editing correspondence, reports, legal documents and presentations.
• Advanced knowledge of Microsoft Office and virtual meeting platforms such as Zoom/MS Teams.
• Exceptional organization and follow-up skills with extreme attention to detail.
• Strong judgment and discretion in dealing with highly confidential information.
• Ability to function in a dynamic, fast-paced environment, be detail-oriented, manage multiple projects simultaneously, prioritize and follow up on assignments.

Responsibilities

• Provide general administrative support for the VSS Executive Team
• Managing an active calendar of appointments and keep track of all appointments and assist the Executive Team
• Setting up interviews and meetings for the executives and screening visitors
• Oversee and manage the email of the CEO and Chairman and bring important emails to the CEO and Chairman's attention
• Manage all activities, meetings, and travel arrangements for the VSS Executive Team
• Ensure a seamless and positive experience for both external and internal stakeholders
• Coordinate with cross-functional heads to ensure itineraries, objectives, and deliverables are met
• Liaise with the HR for event management responsibilities, as assigned
• Plan, organize, budget, and execute events, ensuring all details are managed effectively
• Ensure events are aligned with company goals and deliver a positive experience for the participants

Skills

Excellent communication

Strong organizational skills

Discretion with confidential info

Calendar management

Travel coordination

Multitasking

Tools

Microsoft Office

Zoom/MS Teams

Job description

Title: Executive Assistant - CEO AND Client

Job Summary - for EA to CEO

• As the leading BPO solutions provider in Leyte, Philippines, Virtual Staffing Solutions, offers a wide-ranging and comprehensive outsourcing solutions from call center services to back-office support, to highly complex data processing for SMEs and large corporations in the US and UK. Since its founding in 2018, the team has grown into a strong and competitive player in the BPO scene with over 2000+ employees and counting. Virtual Staffing has built its reputation of flexibility, quality, and industry excellence and has since brought its clients continual success in their business.

Responsibilities:

• Provide general administrative support for the VSS Executive Team
• Managing an active calendar of appointments and keep track of all appointments and assist the Executive Team
• Setting up interviews and meetings for the executives and screening visitors
• Oversee and manage the email of the CEO and Chairman and bring important emails to the CEO and Chairman's attention
• Manage all activities, meetings, and travel arrangements for the VSS Executive Team
• Ensure a seamless and positive experience for both external and internal stakeholders
• Coordinate with cross-functional heads to ensure itineraries, objectives, and deliverables are met
• Liaise with the HR for event management responsibilities, as assigned
• Plan, organize, budget, and execute events, ensuring all details are managed effectively
• Ensure events are aligned with company goals and deliver a positive experience for the participants

Job Description

• Supports the CEO and Chairman and other executive team members, as needed
• Day-to-day management, overseeing special projects and coordinating travel arrangements
• Timely and thorough preparation and review of reports
• Facilitation of meetings and events (planning, logistics, presentations, take minutes)
• Management of organizational updates and transactions via various systems as well as compliance tracking and follow-up for team members

Skills and Requirements

• Significant experience as an Executive Assistant supporting senior-level executives, preferably in the BPO industry
• Excellent communication skills and proficient in drafting and editing correspondence, reports, legal documents and presentations.
• Advanced knowledge of Microsoft Office and virtual meeting platforms such as Zoom/MS Teams.
• Exceptional organization and follow-up skills with extreme attention to detail
• Strong judgment and discretion in dealing with highly confidential information
• Ability to function in a dynamic, fast-paced environment, be detail-oriented, manage multiple projects simultaneously, prioritize and follow up on assignments, be customer service focused and work independently