Executive Assistant

CF Outsourcing Solutions; Quezon City; On-site; PHP 350,000 - 520,000; Full time

Job summary

CF Outsourcing Solutions is seeking an Executive Assistant to manage schedules, emails, 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 attention to detail and strong communication to support executives.

Qualifications

• Experience: Minimum of 3-5 years as an Executive Assistant or similar role, supporting senior executives.
• Education: Bachelor's degree preferred, or equivalent combination of education and professional experience.
• Organizational Skills: Excellent at managing complex schedules and deadlines with meticulous attention to detail.
• Communication Skills: Excellent verbal and written communication; well-spoken and confident with executives and stakeholders.
• Technical Proficiency: Proficient in Microsoft Office, calendar management tools, and virtual meeting platforms.
• Reporting Skills: Ability to prepare scheduling reports and provide timely leadership updates.
• Discretion: Handle confidential information with integrity and professionalism.
• Adaptability: Thrive in a dynamic, fast-paced environment.
• Interpersonal Skills: Collaborative, service-oriented, with strong relationship-building.
• Personality & Presence: Extroverted, proactive, assertive, professional.
• Confidence & Initiative: Take ownership and make scheduling decisions within guidelines.

Responsibilities

• Calendar Management: Schedule meetings, travel, and appointments for executives, resolving conflicts.
• Email Organization: Prioritize emails, draft responses, and maintain organized inboxes.
• Meeting Coordination: Prepare agendas, summarize minutes, and follow up on action items.
• Communication Liaison: Serve as primary contact for stakeholders with discretion and professionalism.
• Scheduling Reporting & Updates: Maintain scheduling reports and communicate changes to stakeholders.
• Task Prioritization: Anticipate needs, set priorities, and meet deadlines.
• Confidentiality: Handle sensitive information with strict confidentiality.
• Administrative Support: Prepare reports, documents, and maintain records.
• Stakeholder Coordination: Ensure commitments and executive requests are met on time.

Skills

Calendar management

Email management

Communication skills

Organization

Discretion

Interpersonal skills

Problem solving

Microsoft Office

Zoom/Teams

Executive presence

Education

Bachelor's degree or equivalent

Tools

Outlook

Excel

Zoom

Teams

Calendar tools

Job description

Job Summary:

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 incoordinating complex calendars, preparing and delivering scheduling updates and reports, prioritizingtasks, and handling confidential correspondence with professionalism.This role requires exceptional attention to detail, excellent communication skills, and the ability to thrivein a fast-paced environment. The successful candidate must be well-spoken, personable, highly confidentwhen interacting with stakeholders, and possess a strong, professional personality capable of drivinginitiatives, managing executive priorities, and ensuring accountability across teams. The ExecutiveAssistant will act as a key point of contact, ensuring seamless operations and enabling the executives tofocus on strategic priorities.

Key Responsibilities:

• Calendar Management: Schedule and coordinate meetings, appointments, and travel arrangements forexecutives, ensuring optimal time management and resolving scheduling conflicts.


• Email Organization: Manage and prioritize incoming emails, draft responses, and maintain organizedinboxes, ensuring timely follow-ups and flagging critical communications.


• Meeting Coordination: Prepare agendas, summarize minutes, and follow up on action items for meetings, ensuring all necessary materials are ready in advance.


• Communication Liaison: Act as the primary point of contact for internal and external stakeholders,handling inquiries and relaying information with discretion, professionalism, and confidence.


• Scheduling Reporting & Updates: Maintain accurate scheduling reports, provide regular calendarupdates, track meeting attendance and action items, and confidently communicate scheduling changesand priorities to relevant stakeholders.


• Task Prioritization: Anticipate executives' needs, prioritize tasks, and manage deadlines to ensure smoothworkflow and timely completion of assignments.


• Confidentiality: Handle sensitive information with the utmost discretion, maintaining strict confidentialityin all matters.


• Administrative Support: Perform additional administrative tasks as needed, including reporting,document preparation, data tracking, and maintaining organized records.


• Stakeholder Coordination: Proactively follow up with internal teams, clients, and external partners to ensure commitments, deadlines, and executive requests are completed on time.

Qualifications:

• Experience: Minimum of 3-5 years of experience as an Executive Assistant or similar role, preferablysupporting multiple senior-level executives.


• Education: Bachelor's degree preferred, or equivalent combination of education and professional experience.


• Organizational Skills: Exceptional ability to manage complex schedules, prioritize tasks, and maintain meticulous attention to detail.


• Communication Skills: Excellent verbal and written communication skills. Must be well-spoken,articulate, and confident when communicating with executives, clients, and stakeholders at all levels.


• Technical Proficiency: Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint),calendar management tools, and email platforms. Familiarity with virtual meeting platforms (e.g., Zoom,Microsoft Teams) is a plus.


• Reporting Skills: Ability to prepare scheduling reports, monitor key administrative metrics, and providetimely updates to leadership.


• Discretion: Proven ability to handle confidential information with integrity and professionalism.Adaptability: Ability to thrive in a dynamic, fast-paced environment, with strong problem-solving skillsand the flexibility to manage shifting priorities.


• Interpersonal Skills: Strong interpersonal skills with a collaborative, service-oriented approach and theability to build relationships with internal and external contacts.


• Personality & Professional Presence: Must be extroverted, proactive, assertive, and highlyprofessional,with a strong personality capable of managing executive expectations, holding stakeholdersaccountable, and confidently representing leadership.


• Confidence & Initiative: Demonstrated ability to take ownership of responsibilities, communicateeffectively under pressure, and confidently make scheduling and administrative decisions withinestablished guidelines.

Preferred Skills:

• Highly organized and detail-oriented.


• Confident in providing scheduling updates and executive reports.


• Well-spoken with excellent English communication skills.


• Extroverted and comfortable engaging with senior leaders and stakeholders.


• Strong personality with the ability to take initiative and drive follow-through.


• Professional, resourceful, and capable of working independently with minimal supervision.


• Able to prioritize competing demands in a fast-paced environment.