Executive Assistant

CF Solutions Philippines Inc.; Quezon City; On-site; PHP 300,000 - 540,000; Full time

Job summary

CF Solutions Philippines Inc. is seeking a highly organized Executive Assistant to manage schedules, emails, reporting, and administrative priorities for two executives.

The role requires coordinating complex calendars, preparing scheduling updates and reports, and handling confidential communications with professionalism. The ideal candidate has 3–5 years of EA experience, preferably supporting multiple senior leaders, a bachelor's degree, and a healthcare background.

Qualifications

• 3–5 years of experience as an Executive Assistant or similar role.
• Bachelor's degree preferred.
• Must have Healthcare Background.
• Excellent verbal and written communication.
• Strong proficiency in MS Office and calendar/email tools.
• Ability to handle confidential information with discretion.

Responsibilities

• Schedule and coordinate meetings, appointments, and travel for two executives.
• Manage and prioritize incoming emails, draft responses, and maintain organized inboxes.
• Prepare agendas, summarize minutes, and follow up on action items.
• Act as primary point of contact for internal and external stakeholders.
• Provide regular calendar updates, track attendance, and communicate scheduling changes.
• Anticipate executives' needs, prioritize tasks, and manage deadlines.
• Maintain strict confidentiality on sensitive information.
• Support reporting, document preparation, and data tracking as needed.
• Follow up with teams and partners to ensure commitments are met.

Tools

Microsoft Office Suite

Job description

About the role

We are seeking a highly organized, proactive, and confident Executive Assistant to manage schedules, email communications, reporting, and administrative priorities. The ideal candidate will excel in coordinating complex calendars, preparing and delivering scheduling updates and reports, prioritizing tasks, and handling confidential correspondence with professionalism. This role requires exceptional attention to detail, excellent communication skills, and the ability to thrive in a fast-paced environment. The Executive Assistant will act as a key point of contact, ensuring seamless operations and enabling the executives to focus on strategic priorities.

Key responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for two executives, ensuring optimal time management and resolving scheduling conflicts.
• Manage and prioritize incoming emails, draft responses, and maintain organized inboxes, ensuring timely follow-ups and flagging critical communications.
• Prepare agendas, summarize minutes, and follow up on action items for meetings, ensuring all necessary materials are ready in advance.
• Act as the primary point of contact for internal and external stakeholders, handling inquiries and relaying information with discretion and professionalism.
• Maintain accurate scheduling reports, provide regular calendar updates, track meeting attendance and action items, and communicate scheduling changes and priorities to relevant stakeholders.
• Anticipate executives' needs, prioritize tasks, and manage deadlines to ensure smooth workflow and timely completion of assignments.
• Handle sensitive information with the utmost discretion, maintaining strict confidentiality in all matters.
• Perform additional administrative tasks as needed, including reporting, document preparation, data tracking, and maintaining organized records.
• Proactively follow up with internal teams, clients, and external partners to ensure commitments, deadlines, and executive requests are completed on time.

About you

• Minimum of 3-5 years of experience as an Executive Assistant or similar role, preferably supporting multiple senior-level executives.
• Bachelor's degree preferred, or equivalent combination of education and professional experience.
• Must have Healthcare Background.

• Exceptional ability to manage complex schedules, prioritize tasks, and maintain meticulous attention to detail.
• Excellent verbal and written communication skills, articulate and confident when communicating with executives, clients, and stakeholders at all levels.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendar management tools, and email platforms.
• Ability to prepare scheduling reports, monitor key administrative metrics, and provide timely updates to leadership.
• Proven ability to handle confidential information with integrity and professionalism.
• Ability to thrive in a dynamic, fast-paced environment, with strong problem-solving skills and flexibility to manage shifting priorities.
• Strong interpersonal skills with a collaborative, service-oriented approach and the ability to build relationships with internal and external contacts.
• Demonstrated ability to take ownership of responsibilities, communicate effectively under pressure, and make scheduling and administrative decisions within established guidelines.