Executive Assistant

HPL GameDesign; Quezon City; On-site; PHP 360,000 - 600,000; Full time

Job summary

HPL GameDesign in Metro Manila is seeking an experienced Executive Assistant to support the Chief Executive Officer and other senior executives. You will manage calendars, coordinate meetings, and prepare briefs, ensuring schedules run smoothly.

The role requires discretion with sensitive information, strong written and verbal communication, and the ability to handle multiple priorities in a fast-paced environment. Remote or hybrid work experience is a plus.

Qualifications

• Bachelor’s degree in business administration or a related field.
• 3–5 years of executive assistant or senior admin experience.
• Experience handling confidential matters, calendar management, travel coordination.
• Strong proficiency in Microsoft Office and digital collaboration tools.
• Remote or hybrid work experience is a plus.

Responsibilities

• Manage the calendars of the CEO and other top executives, including meetings and events.
• Organize meeting logistics, agendas, minutes, and follow-up actions.
• Handle calls, messages, emails, and confidential communications.
• Arrange travel, accommodations, and itineraries for executives.
• Prepare summaries, reports, and briefing materials as required.
• Support ad hoc requests and special projects for the CEO.

Skills

Calendar management

Verbal communication

Discretion & confidentiality

Time management

Collaboration

Problem solving

Attention to detail

Office tools

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office

Digital collaboration tools

Job description

Job Description

Executive Assistant

Position Purpose

The Executive Assistant provides comprehensive administrative, operational, and coordination support primarily to the Chief Executive Officer, while also supporting other top-level executives as needed.

This role ensures efficient management of executive schedules, communications, priorities, and administrative processes. The Executive Assistant handles sensitive information with discretion, supports day-to-day executive activities, and helps enable timely decision-making and smooth execution of company initiatives.

Essential Functions and Responsibilities:

Executive Support & Calendar Management

• Manage and coordinate the calendars of the Chief Executive Officer and other top executives, including meetings, appointments, and events.

• Ensure executives are properly briefed, prepared, and on schedule for all commitments.

• Organize meeting logistics, including agendas, materials, minutes, and follow-up actions.

• Prioritize and adjust schedules based on urgency, business priorities, and executive direction.

• Anticipate scheduling conflicts and proactively resolve them.

Communication & Coordination

• Serve as a central point of contact between executives and internal and external stakeholders.

• Manage calls, messages, emails, and correspondence on behalf of executives, exercising appropriate judgment on prioritization and response.

• Facilitate communication across departments and help ensure alignment on executive directives.

• Track action items and follow up to ensure timely completion.

• Handle confidential and sensitive communications with discretion.

Administrative & Operational Support

• Perform administrative tasks including documentation, filing, reporting, and records management.

• Maintain organized, secure, and accessible filing systems (digital and physical).

• Ensure proper handling and storage of confidential executive and company documents.

Travel & Logistics

• Arrange travel, accommodations, and itineraries for executives.

• Ensure all travel requirements, documents, visas, and schedules are properly coordinated and confirmed.

• Monitor changes and provide timely updates to executives.

Research & Executive Task Support

• Conduct research, prepare summaries, and gather information as required by executives.

• Assist in preparing presentations, reports, and briefing materials.

• Handle ad hoc requests, problem-solving tasks, and executive-level coordination.

• Support special projects and initiatives as assigned by the Chief Executive Officer or other supported executives.

General Responsibilities

• Maintain up-to-date knowledge of company rules, policies, procedures, and guidelines, and consistently apply them in the performance of duties.

• Remain accountable to the Chief Executive Officer (and, where applicable, other supported executives) for assigned tasks, work performance, compliance with instructions, and adherence to company standards.

• Exercise sound judgment, professionalism, and confidentiality in all interactions and in the handling of sensitive information.

• Perform other reasonable duties and responsibilities as may be assigned by the Chief Executive Officer in support of executive priorities and organizational objectives.

Key Competencies

• Strong organizational and time-management skills with the ability to manage multiple priorities and competing demands.

• Excellent written and verbal communication skills.

• High level of discretion, integrity, and ability to handle confidential information.

• Strong attention to detail and accuracy in documentation and finance-related tasks.

• Proactive, solutions-oriented, and able to anticipate needs.

• Ability to work effectively with senior executives and cross-functional stakeholders.

• Proficiency in calendar management, office productivity tools, and basic financial/administrative systems.

• Sound judgment in prioritizing tasks and escalating issues appropriately.

Recommended Qualifications

• Bachelor’s degree in Business Administration, Office Administration, or a related field is preferred.

• At least 3–5 years of experience as an Executive Assistant or in a similar senior administrative support role, preferably supporting C-level executives.

• Experience handling confidential matters, calendar management, travel coordination, and administrative/financial support tasks.

• Strong proficiency in Microsoft Office (or equivalent) and digital collaboration tools.

• Experience in a remote or hybrid work environment is an advantage.