Executive Assistant

The Circle Group, Inc.; Quezon City; On-site; PHP 400,000 - 700,000; Full time

Job summary

The Circle Group, Inc. is seeking an Executive Assistant to manage the CEO’s calendar, coordinate meetings, and organize domestic travel, ensuring timely, accurate briefings and minutes.

You will screen communications, liaise with the leadership team and partners, draft confidential documents, monitor projects, and provide on-site administrative support at headquarters with discretion and professionalism.

Qualifications

• Minimum 1 year of experience supporting C‑Suite executives.
• Must be willing to work full-time On-Site at headquarters.
• Exceptional written and verbal English communication skills.
• Proficient in Microsoft Office and Google Workspace.
• High attention to detail and ability to handle high-pressure environments.

Responsibilities

• Act as the primary gatekeeper, managing the CEO’s daily schedule and prioritizing appointments.
• Coordinate meetings, prepare agendas, briefs, and record detailed minutes with follow-ups.
• Organize complex domestic travel arrangements and expense reports.
• Screen calls, emails, and correspondence; route messages appropriately for the CEO.
• Liaise between the CEO, leadership team and external partners to ensure alignment.
• Draft, proofread, and format confidential reports and presentations.
• Provide hands-on daily administrative support at the headquarters.
• Handle high-level sensitive information with discretion.

Skills

Executive support

Calendar management

Communication (English)

Travel coordination

MS Office

Google Workspace

Tools

Microsoft Word

Excel

PowerPoint

Job description

Key Responsibilities

Executive & Calendar Management

• Act as the primary gatekeeper, managing the CEO’s daily schedule, resolving scheduling conflicts, and prioritizing time-sensitive appointments.

• Coordinate internal and external meetings, prepare agendas, compile briefing documents/presentations, and record detailed minutes with actionable follow-ups.

• Organize complex domestic travel arrangements, itineraries, accommodations, and expense reports.

Operational Support & Communication

• Screen incoming calls, emails, and correspondence; prioritize messages and respond or redirect appropriately on behalf of the CEO.

• Serve as a liaison between the CEO, leadership team, branch managers, and external partners to ensure smooth communication and alignment on key directives.

• Draft, proofread, and format confidential reports, memos, official letters, and presentations.

• Monitor progress on ongoing projects and key initiatives across departments, ensuring deadlines set by the CEO are met.

Administrative & On-Site Assistance

• Provide hands-on daily administrative support at the headquarters to ensure the CEO’s office operates seamlessly.

• Handle high-level sensitive information, financial documents, and strategic decisions with absolute discretion and professionalism.

• Assist with or lead special administrative projects, events, or company initiatives assigned by the CEO.

Key Requirements / Qualifications

• Minimum 1 year of experience as an Executive Assistant, Personal Assistant, or similar administrative role supporting C‑Suite Executives.

• Must be willing to work full-time On-Site at headquarters.

• Exceptional written and verbal English communication skills.

• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.

• High attention to detail, strong problem-solving skills, proactive mindset, and ability to handle high-pressure environments.