Executive Assistant

VA Masters; Western Visayas; On-site; PHP 450,000 - 750,000; Full time

Job summary

VA Masters in the Philippines seeks an Executive Assistant to provide confidential, high-level administrative and operational support to the President & CEO. This trusted-partner role handles complex scheduling, communications, and ensures the CEO's time is focused where it matters most.

The ideal candidate has excellent written English, sound judgment, and professionalism to represent a senior executive's office with warmth and discretion in a mission-driven environment.

Qualifications

• 4+ years providing executive-level administrative support to a C-suite or senior leader.
• Proficiency with Microsoft 365 including Outlook, Teams, SharePoint, and Planner.
• Exceptional organizational and time management skills in a fast-paced setting.
• Strong written English and professional communication for executive correspondence.
• Excellent spoken English and a professional phone manner.
• Discretion and sound judgment when handling confidential information.
• Dependable, detail-focused, and able to work independently.
• Strong ability to coordinate with multiple stakeholders across departments.

Responsibilities

• Run the CEO's calendar with strategic judgment across internal leadership, board members, partners, funders, and stakeholders.
• Draft and prepare executive correspondence, briefings, presentations, and talking points for the CEO, maintaining accuracy and the CEO's voice.
• Coordinate Board of Directors meetings: scheduling, agendas, document prep, and minute-taking.
• Arrange CEO travel, expense reporting, and related logistics with precision.
• Serve as the first point of contact for the CEO's office and route inquiries professionally.
• Support senior leadership coordination including all-staff meetings and cross-functional gatherings.
• Track action items and deliverables, keeping leadership informed and accountable.
• Maintain the highest level of confidentiality and professionalism at all times.
• Provide admin support to senior management including donor administration and cross-department coordination.

Skills

Executive support

Microsoft 365

Organizational skills

Written English

Spoken English

Discretion

Independence

Stakeholder management

Tools

Planner

Asana

Monday.com

Job description

Job Summary: We're seeking a highly organized and discreet Executive Assistant to provide confidential, high-level administrative and operational support to our President & CEO. This is a trusted-partner role — handling complex scheduling and communications, coordinating board and leadership activities, and making sure the CEO's time and attention stay focused where they matter most. The right candidate brings strong written English, sound judgment, and the professionalism to represent a senior executive's office with warmth and discretion.

Key Responsibilities:

• Run the CEO's calendar with strategic judgment, prioritizing and coordinating complex scheduling across internal leadership, board members, external partners, funders, and stakeholders
• Draft, edit, and prepare correspondence, briefings, presentations, and talking points for the CEO, keeping every communication accurate, professional, and true to the CEO's voice
• Coordinate logistics and materials for Board of Directors meetings, covering scheduling, agenda preparation, document compilation, and minute-taking
• Handle the CEO's travel arrangements, expense reporting, and logistical needs accurately and efficiently
• Act as a knowledgeable first point of contact for the CEO's office, fielding inquiries and routing communications professionally
• Support senior leadership coordination, including scheduling all-staff meetings, leadership retreats, and cross-functional gatherings
• Track and follow up on action items, commitments, and key deliverables, keeping leadership informed and holding things accountable
• Treat sensitive and confidential information with the highest level of professionalism at all times
• Provide administrative support to members of the senior management team as needed, spanning communications, donor administration, and coordination across departments

Mandatory Skills:

• 4+ years providing executive-level administrative support, ideally to a C-suite or senior leader
• Proficiency with Microsoft 365, including Outlook, Teams, SharePoint, and Planner
• Exceptional organizational and time management skills, comfortable balancing competing priorities in a fast-paced setting
• Strong written communication skills, including experience drafting executive correspondence and preparing polished documents
• Excellent spoken English and a professional phone manner
• A high degree of professionalism, discretion, and sound judgment when handling confidential information
• Dependable, detail-focused, and able to work independently
• Strong communication skills and the ability to work with multiple stakeholders

Preferred Skills:

• Experience supporting executive leadership in a nonprofit or advocacy organization
• Familiarity with board governance and nonprofit board meeting coordination
• Experience with project management tools such as Planner, Asana, or Monday.com
• Able to handle several projects and priorities at once
• Experience coordinating across a distributed or multi-department team

Why Join Us:

This is a chance to work closely with senior leadership and make a meaningful difference in the day-to-day running of a mission-driven organization. You'll be trusted with real responsibility, enjoy variety in your work, and have room to grow alongside a supportive team. If you take pride in keeping executives organized and operations running smoothly, this role is a great fit.