Executive Assistant (EA)

Inovus Building Solutions Inc.; Biñan; On-site; PHP 420,000 - 640,000; Full time

Job summary

Inovus Building Solutions Inc. invites applications for an Executive Assistant to provide high-level administrative and coordination support to executive management, ensuring efficient daily operations and effective decision-making.

The role involves managing calendars, coordinating meetings, preparing reports and business documents, handling correspondence, and facilitating communication with internal and external stakeholders, including arranging travel and events.

Qualifications

• Bachelor's degree in Business Administration or related field.
• 2–3 years in executive assistance or similar roles.
• Experience with AI productivity tools (ChatGPT, Copilot, Gemini).
• Familiar with Monday.com, Asana, Trello, ClickUp.
• Strong MS Office and Google Workspace skills.
• Proficient with email, calendars, and video meetings tools.
• Excellent written and verbal communication.
• Highly organized with attention to detail.
• Self-motivated, able to work independently.
• Discreet with confidential information.

Responsibilities

• Provide comprehensive administrative support to executive management.
• Coordinate meetings, agendas, minutes, and follow-ups.
• Prepare reports, presentations, memoranda, and letters.
• Manage emails, calls, and other communications.
• Arrange travel and executive events as needed.
• Organize and maintain files and confidential documents.
• Communicate clearly with executives to align on priorities.
• Use project tracking platforms to monitor tasks.
• Explore or implement AI tools to boost productivity.

Skills

AI productivity tools

Calendar management

Communication

Organization

Independent work

Education

Bachelor's degree in Business Administration or related field

Tools

Monday.com

Asana

Trello

ClickUp

Microsoft Teams

Slack

Zoom

Google Meet

ChatGPT

Microsoft Copilot

Google Gemini

Job description

About the role

The Executive Assistant provides high-level administrative, organizational, and coordination support to executive management to ensure efficient daily operations and effective decision-making. This role involves managing schedules, coordinating meetings, preparing reports and business documents, handling correspondence, monitoring deadlines, tracking tasks, and facilitating communication between executives and internal and external stakeholders.

Key responsibilities

• Provide comprehensive administrative support to executive management, including managing calendars, appointments, meetings, and daily schedules

• Coordinate meetings, prepare agendas, document meeting minutes when necessary, and monitor action items and follow-ups

• Prepare, review, and organize reports, presentations, memoranda, letters, and other business documents

• Manage emails, phone calls, correspondence, and other communications on behalf of executive management

• Arrange business travel, appointments, company events, and other executive-related activities as needed

• Organize and maintain physical and digital files, records, and confidential documents

• Communicate clearly, confidently, and professionally with executives to ensure accurate understanding of instructions, expectations, priorities, and deadlines

• Utilize work management and project tracking platforms such as Monday.com, Asana, Trello, ClickUp, or similar applications to organize tasks and monitor progress

• Utilize AI-powered tools such as ChatGPT, Microsoft Copilot, Google Gemini, and similar applications to improve administrative efficiency and productivity

• Conduct research and gather relevant information to assist executive management in planning, analysis, and decision-making

About you

• Bachelor's degree in Business Administration, Management, Office Administration, or any related field

• At least 2–3 years of relevant work experience in executive assistance, administrative support, office management, or a similar role

• Knowledgeable in AI-powered productivity tools such as ChatGPT, Microsoft Copilot, Google Gemini, or similar applications

• Familiar with work management and project tracking platforms such as Monday.com, Asana, Trello, ClickUp, or equivalent tools

• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint, and/or Google Workspace applications

• Familiar with email management, digital calendars, online meeting platforms, and team collaboration tools such as Microsoft Teams, Slack, Zoom, or Google Meet

• Excellent written and verbal communication skills, with the ability to communicate effectively, confidently, and professionally with executives and other stakeholders

• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines

• Demonstrated ability to work independently, take initiative, anticipate needs, and complete tasks with minimal supervision

• Trustworthy, discreet, and capable of handling sensitive and confidential business information