EXECUTIVE ASSISTANT

Dempsey Resource Management Inc.; Quezon; On-site; PHP 500,000 - 700,000; Full time

Job summary

Dempsey Resource Management Inc. is seeking an Executive Assistant to provide comprehensive administrative and operational support to senior executives.

The role emphasizes complex calendar management, high-level communications, and discreet handling of confidential matters. The successful candidate will coordinate international travel, draft professional communications, and assist with special projects, while maintaining organized filing and efficient office operations across multiple branches.

Qualifications

• Bachelor’s degree in Business Administration, Hospitality Management, Operations Management, Communications, or related fields.
• A Master’s degree or additional certifications (e.g., Project Management, Executive Assistant Certification) is an advantage but not required.
• 3–5 years of experience as an Executive Assistant, Administrative Manager, or Operations Coordinator.
• Experience supporting C-level executives (COO, CEO, or Operations Director) is strongly preferred.
• Experience in multi-branch retail, restaurant, food service, or hospitality operations is a significant advantage.
• Proven history of handling high-volume, fast-paced, multi-stakeholder operations.

Responsibilities

• Calendar & Time Management: Manage and maintain complex calendars across multiple time zones.
• Communication & Correspondence: Draft, edit, and manage emails, letters, and presentations.
• Travel & Expense Coordination: Arrange domestic and international travel and reconcile expense reports.
• Meeting & Project Support: Prepare agendas, briefings, and meeting minutes; follow up on action items.
• Confidentiality & Discretion: Handle sensitive information with integrity and maintain secure filing systems.
• Office & Administrative Oversight: Coordinate office supplies and onboarding of new executives.

Skills

Calendar management

Discretion

Communication

Organization

Multitasking

Education

Bachelor's degree

Master’s degree (advantage)

Tools

Calendar apps

Email tools

Job description

Job Description

Job Summary
We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative and operational support to our senior executive(s). The ideal candidate will serve as a trusted partner—managing complex schedules, coordinating high-level communications, and ensuring seamless day-to-day operations. This role requires exceptional judgment, professionalism, and the ability to handle confidential matters with the utmost discretion.

Key Responsibilities

Calendar & Time Management
Manage and maintain complex, dynamic calendars across multiple time zones
Schedule meetings, calls, travel, and events with attention to priorities and deadlines
Anticipate needs and proactively resolve scheduling conflicts

Communication & Correspondence
Draft, edit, and manage professional emails, letters, reports, and presentations
Screen and prioritize incoming communications (calls, emails, messages)
Act as a liaison between the executive and internal/external stakeholders

Travel & Expense Coordination
Arrange domestic and international travel (flights, accommodations, visas, itineraries)
Prepare detailed travel briefs and ensure all logistics are confirmed
Track and reconcile expense reports in compliance with company policy

Meeting & Project Support
Prepare agendas, compile briefing materials, and take accurate meeting minutes
Follow up on action items and ensure timely execution
Assist with special projects, research, and data compilation as needed

Confidentiality & Discretion
Handle sensitive information with integrity and confidentiality
Maintain secure filing systems (digital and physical) for critical documents

Office & Administrative Oversight
Coordinate office supplies, equipment, and vendor services when required
Support onboarding of new executives or team members as needed

Job Qualifications

• - Bachelor’s degree in Business Administration, Hospitality Management, Operations Management, Communications, or related fields.
• - A Master’s degree or additional certifications (e.g., Project Management, Operations, Executive Assistant Certification) is an advantage but not required.
• - 3–5 years of experience as an Executive Assistant, Administrative Manager, or Operations Coordinator.
• - Experience supporting C-level executives (COO, CEO, or Operations Director) is strongly preferred.
• - Experience in multi-branch retail, restaurant, food service, or hospitality operations is a significant advantage.
• - Proven history of handling high-volume, fast-paced, multi-stakeholder operations.