Executive Assistant

Citi Global Realty and Development, Inc; Philippines; On-site; PHP 300,000 - 540,000; Full time

Job summary

Citi Global Realty and Development, Inc in the Philippines seeks a highly organized executive assistant to support the COO with scheduling, materials preparation, and post-meeting documentation.

You will document processes, maintain a central library, track actions, coordinate with cross-functional teams and external consultants, and help drive strategic initiatives to completion. This role requires discretion with confidential materials and strong coordination across teams.

Responsibilities

• Scheduling & Calendars — Manage the COO's meeting schedule and calendar; prepare materials ahead of meetings and events; produce post-meeting documentation, including notes and action items.
• Documentation & Communication — Help document process flows and establish operating manuals across teams.
• Follow-Through & Coordination — Track and follow up on the implementation of decisions after meetings; coordinate cross-functionally and with external consultants and vendors to keep commitments on schedule.
• Document Review & Library Management — Review and collate contracts, reports, and documents as a secondary check before they are forwarded to or presented to the COO, handling confidential and sensitive material with discretion; establish and maintain a central document library.
• Strategic Support & Execution — Support implementation of strategic programs; lead in maintaining the company's internal operating system and ensure 'build work' from strategic initiatives is followed through to completion.

Job description

• Scheduling & Calendars — Manage the COO's meeting schedule and calendar; prepare materials ahead of meetings and events; produce post-meeting documentation, including notes and action items.

• Documentation & Communication — Help document process flows and establish operating manuals across teams.

• Follow-Through & Coordination — Track and follow up on the implementation of decisions after meetings; coordinate cross-functionally and with external consultants and vendors to keep commitments on schedule.

• Document Review & Library Management — Review and collate contracts, reports, and documents as a secondary check before they are forwarded to or presented to the COO, handling confidential and sensitive material with discretion; establish and maintain a central document library.

• Strategic Support & Execution — Support implementation of strategic programs; lead in maintaining the company's internal operating system and ensure 'build work' from strategic initiatives is followed through to completion.