Executive Assistant

ClearSource BPO; Quezon City; On-site; PHP 391,000 - 580,000; Full time

Job summary

ClearSource BPO in Quezon City, Metro Manila, is seeking an experienced Executive Assistant to manage calendars, travel, and confidential communications for the CEO, ensuring discretion and professional conduct at all times.

You will coordinate meetings, draft professional correspondence, handle email flow, track action items, and provide proactive support to anticipate needs and maintain smooth operations across the organization.

Qualifications

• Must demonstrate excellent judgment and discretion with confidential information.
• Ability to draft messages in the CEO's voice with clarity and professionalism.
• Highly organized, detail-oriented, and able to own outcomes.
• Remain calm under pressure and anticipate needs before asked.

Responsibilities

• Calendar and Schedule Management: manage calendars, coordinate appointments, resolve conflicts, confirm meetings.
• Email and Communication Management: monitor, organize, prioritize, respond, escalate urgent matters, draft professional replies.
• Meeting Coordination and Preparation: prepare agendas, assemble materials, gather information, ensure details are ready.
• Follow-Up and Task Management: track items, deadlines; follow up to ensure completion and update on outstanding items.
• Administrative and Operational Support: assist daily admin tasks, maintain organized records, support operations.
• Travel and Logistics Coordination: arrange travel, accommodations, transportation, itineraries; handle changes proactively.
• Communication and Coordination: act as point of contact for internal/external stakeholders; ensure accurate info flow.
• Confidentiality and Discretion: handle sensitive information with professionalism and discretion.
• Proactive Support: anticipate needs and drive priorities to keep schedules moving forward.

Skills

Excellent judgment

Discretion with confidential info

Strong written communication

Calm under pressure

Job description

• Excellent judgment and discretion with confidential information
• Strong written communication — able to draft messages in the CEO's voice
• Highly organized, detail-oriented, and comfortable owning outcomes, not just tasks
• Calm under pressure and able to anticipate needs before being asked

Job Description:

• Calendar and Schedule Management
• Manage and maintain calendars, coordinate appointments and meetings, resolve scheduling conflicts, and ensure meetings are properly confirmed and organized.
• Email and Communication Management
• Monitor, organize, prioritize, and respond to emails and other communications as appropriate. Escalate urgent or sensitive matters when necessary and prepare professional correspondence as needed.
• Meeting Coordination and Preparation
• Coordinate meetings, prepare agendas and supporting materials, gather relevant information, and ensure all necessary details are available in advance.
• Follow-Up and Task Management
• Track action items, commitments, deadlines, and deliverables. Follow up with relevant individuals to ensure tasks are completed and provide timely updates on outstanding items.
• Administrative and Operational Support
• Assist with day-to-day administrative activities, maintain organized records, coordinate information, and support the smooth execution of business operations.
• Travel and Logistics Coordination
• Arrange business travel, accommodations, transportation, and itineraries. Ensure all travel details are accurate and address changes or issues proactively.
• Communication and Coordination
• Serve as a point of contact for internal and external stakeholders, ensuring information is communicated accurately and efficiently.
• Confidentiality and Discretion
• Handle confidential and sensitive business, financial, legal, personnel, and other information with professionalism and discretion.
• Proactive Support
• Anticipate needs, identify potential issues before they arise, and take initiative to keep priorities, schedules, and responsibilities moving forward.