Executive Assistant

Viventis Search Asia; Philippines; On-site; PHP 1,200,000 - 2,400,000; Full time

Job summary

Viventis Search Asia is seeking an experienced Executive Assistant to provide high-level support to our senior executives and board. You will manage complex calendars, travel, communications, and key projects in a fast-paced, global environment.

Ideal candidates have 8+ years supporting C-level leaders, strong organizational and communication skills, and the ability to handle confidential information with discretion.

Qualifications

• Bachelor’s degree required.
• 8+ years of experience supporting C-level executives.
• Experience supporting Board activities and governance is preferred.
• Strong organizational, project management, and multitasking skills.
• Excellent communication skills and executive presence.

Responsibilities

• Provide direct support to senior executives, including calendar management, travel arrangements, correspondence, and meeting preparation.
• Coordinate Board and leadership meetings, including agendas, materials, minutes, and follow-up actions.
• Prepare presentations, reports, briefing materials, and executive communications.
• Serve as a key liaison between executives, employees, board members, clients, and external stakeholders.
• Manage confidential information and sensitive executive matters with utmost discretion.
• Track key action items, priorities, and deliverables across leadership and executive meetings.
• Support leadership events, strategic planning sessions, offsites, and company-wide activities.
• Oversee day-to-day office administration, facilities coordination, vendors, and workplace operations.
• Partner with HR and other internal teams on onboarding, employee engagement, and office-related initiatives.
• Lead or support special projects and identify opportunities to improve administrative processes and efficiency.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Join a leading global travel technology and e-commerce company that connects customers to airlines, hotels, and travel services worldwide. This role offers the opportunity to work closely with senior executives in a fast-paced, global environment.

Position Summary

The Executive Assistant will provide high-level administrative and operational support to senior executives and the Board of Directors. The role will manage complex schedules, travel, executive communications, board activities, and special projects while ensuring the smooth day-to-day operations of the office.

Key Responsibilities

• Provide direct support to senior executives, including calendar management, travel arrangements, correspondence, and meeting preparation.
• Coordinate Board and leadership meetings, including agendas, materials, minutes, and follow-up actions.
• Prepare presentations, reports, briefing materials, and executive communications.
• Serve as a key liaison between executives, employees, board members, clients, and external stakeholders.
• Manage confidential information and sensitive executive matters with utmost discretion.
• Track key action items, priorities, and deliverables across leadership and executive meetings.
• Support leadership events, strategic planning sessions, offsites, and company-wide activities.
• Oversee day-to-day office administration, facilities coordination, vendors, and workplace operations.
• Partner with HR and other internal teams on onboarding, employee engagement, and office-related initiatives.
• Lead or support special projects and identify opportunities to improve administrative processes and efficiency.

Qualifications

• Bachelor’s degree required; advanced degree is an advantage.
• At least 8 years of experience supporting C-level executives, CEOs, founders, presidents, or board members.
• Experience supporting Board activities and corporate governance is preferred.
• Strong organizational, project management, and multitasking skills.
• Excellent communication skills and executive presence.
• High level of discretion and ability to handle confidential information.
• Proficient in Microsoft Office and other business productivity tools.
• Experience in a fast-paced corporate, technology, e-commerce, travel, or hospitality environment is an advantage.
• Highly proactive, detail-oriented, and able to work independently with minimal supervision.