Executive Assistant

Cobden & Carter International; Philippines; Hybrid; PHP 600,000 - 900,000; Full time

Job summary

Cobden & Carter International is seeking a Senior Executive Assistant to provide high-level administrative support to the executive team. The role requires managing calendars and complex travel across multiple time zones, drafting executive correspondence, and coordinating meetings with internal and external stakeholders.

The ideal candidate has 3–5 years of EA experience, strong communication skills across multiple platforms, and proficiency with Microsoft Office and travel logistics.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 3–5 years of executive assistant experience supporting high‑level executives.
• Able to handle confidential information discreetly and diplomatically.
• Excellent communication across email, chat, calls, and meetings.
• Strong travel planning and calendar management experience.
• Proficient with Microsoft Office; familiarity with InDesign/Smartsheet a plus.

Responsibilities

• Provide senior-level executive administrative support.
• Schedule calendars and manage travel across time zones, including flights and visas.
• Draft executive emails, presentations, and reports.
• Prepare meeting materials and coordinate logistics for internal and external meetings.
• Manage expenses, create expense reports, and reimbursements.
• Assist in planning corporate events, conferences, and retreats.
• Research and prepare executive-level reports and presentations.
• Organize and maintain documents for easy retrieval.
• Support special projects and collaborate with the global EA network.
• Build relationships with internal and external stakeholders.
• Adapt to changing priorities and last-minute requests.

Skills

Executive support

Calendar management

Travel coordination

Confidential information handling

Communication skills

Microsoft Office

InDesign

Mural/Miro

Smartsheet

Webex/Zoom

Cross-timezone coordination

Multitasking

Education

Bachelor’s degree or equivalent

Tools

InDesign

Mural/Miro

Smartsheet

Microsoft Office

Adobe Acrobat

Bluebeam

Webex/Zoom

Job description

Responsibilities

• Provide Senior-Level executive administrative support.
• Schedule and manage calendars and travel arrangements across varying time zones including flight bookings, accommodations, securing ground transportation, and visa/permit requirements (if required).
• Draft and prepare Executive-Level correspondence including emails, presentations, reports, and any other miscellaneous correspondence on behalf of the executive team.
• Coordinate and prepare materials for meetings, such as agendas, minutes, and presentations, and ensure smooth logistics for internal and external meetings.
• Manage and reconcile expenses, including creating expense reports, tracking receipts, and submitting expense reports for reimbursement.
• Assist in planning and coordinating corporate events, conferences, retreats, and other special occasions.
• Conduct research, gather data, and prepare executive-level reports, documentation, and presentations.
• Organize and maintain documents and files ensuring ease of access and retrieval of information.
• Assisting with various special projects and assignments to support the executive's business objectives.
• Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges.
• Develop and maintain effective working relationships with clients (externally) and colleagues (internally).
• Adhoc duties but not limited to (i.e. arranging IT support, arranging signing of key documentation, assisting new joiners etc.).
• Safeguarding confidential information and maintaining strict confidentiality in handling sensitive matters.
• Build and maintain positive relationships with internal and external stakeholders.
• Be adaptable to changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.

Qualifications:

• Bachelor's degree or equivalent experience is strongly preferred.
• At least 3-5 years of executive assistant experience supporting high-level executive (In-Country, Regional, or Global)
• Proven ability to handle confidential information discreetly in a diplomatic manner.
• Unflappable, flexible, and can overcome a learning curve quickly.
• Extremely strong communication skills on multiple platforms and mediums (email, text, in-person, video calls, etc.).
• Excellent presentation skills with familiarity in InDesign, Mural/Miro, and/or Smartsheet an advantage.
• Tech savvy and familiar with working in the Microsoft Office suite, Adobe Acrobat and/or Bluebeam, Webex, Zoom, etc.
• Ability to work across multiple time zones.
• Exceptional attention to detail
• Strong diary management skills
• Extensive experience with travel and accommodation booking

Work setup: Hybrid (must be amenable to working fully onsite during the first few months of training)

Shift: Night Shift

Location: Taguig

By Applying, you give consent to collect, store, and/or process personal and/or sensitive information for the purpose of recruitment and employment may it be internal to Cobden & Carter International and/or to its clients.