Executive Assistant (Onsite)

ClearSource BPO; Pasig; On-site; PHP 420,000 - 620,000; Full time

Job summary

ClearSource BPO in Metro Manila, Pasig is seeking an organized, discreet Executive Assistant to manage calendars, emails, and meetings, while coordinating travel and handling confidential information. You will ensure proactive support, anticipate needs, and maintain smooth day-to-day operations.

Responsibilities include calendar and meeting coordination, professional correspondence, task follow-ups, and stakeholder communication to keep priorities aligned and deadlines met.

Qualifications

• Excellent judgment and discretion with confidential information.
• Strong written communication and ability to draft messages in the CEO's voice.
• Highly organized, detail-oriented, and comfortable owning outcomes, not just tasks.
• Calm under pressure and able to anticipate needs before being asked.

Responsibilities

• Manage and maintain calendars, coordinate appointments and meetings, resolve scheduling conflicts, and ensure meetings are properly confirmed and organized.
• Monitor, organize, prioritize, and respond to emails and other communications as appropriate. Escalate urgent or sensitive matters when necessary and prepare professional correspondence as needed.
• Coordinate meetings, prepare agendas and supporting materials, gather relevant information, and ensure all necessary details are available in advance.
• Track action items, commitments, deadlines, and deliverables. Follow up with relevant individuals to ensure tasks are completed and provide timely updates on outstanding items.
• Assist with day-to-day administrative activities, maintain organized records, coordinate information, and support the smooth execution of business operations.
• Arrange business travel, accommodations, transportation, and itineraries. Ensure all travel details are accurate and address changes or issues proactively.
• Serve as a point of contact for internal and external stakeholders, ensuring information is communicated accurately and efficiently.
• Handle confidential and sensitive business, financial, legal, personnel, and other information with professionalism and discretion.
• Anticipate needs, identify potential issues before they arise, and take initiative to keep priorities, schedules, and responsibilities moving forward.

Skills

Judgment & discretion

Written communication

Organization & detail-orientation

Calm under pressure

Proactivity

Stakeholder communication

Calendar management

Email management

Meeting coordination

Travel logistics

Confidentiality

Job description

• Excellent judgment and discretion with confidential information
• Strong written communication — able to draft messages in the CEO's voice
• Highly organized, detail-oriented, and comfortable owning outcomes, not just tasks
• Calm under pressure and able to anticipate needs before being asked

JOB DESCRIPTION:

Calendar and Schedule Management

Manage and maintain calendars, coordinate appointments and meetings, resolve scheduling conflicts, and ensure meetings are properly confirmed and organized.

Email and Communication Management

Monitor, organize, prioritize, and respond to emails and other communications as appropriate. Escalate urgent or sensitive matters when necessary and prepare professional correspondence as needed.

Meeting Coordination and Preparation

Coordinate meetings, prepare agendas and supporting materials, gather relevant information, and ensure all necessary details are available in advance.

Follow-Up and Task Management

Track action items, commitments, deadlines, and deliverables. Follow up with relevant individuals to ensure tasks are completed and provide timely updates on outstanding items.

Administrative and Operational Support

Assist with day-to-day administrative activities, maintain organized records, coordinate information, and support the smooth execution of business operations.

Travel and Logistics Coordination

Arrange business travel, accommodations, transportation, and itineraries. Ensure all travel details are accurate and address changes or issues proactively.

Communication and Coordination

Serve as a point of contact for internal and external stakeholders, ensuring information is communicated accurately and efficiently.

Confidentiality and Discretion

Handle confidential and sensitive business, financial, legal, personnel, and other information with professionalism and discretion.

Proactive Support

Anticipate needs, identify potential issues before they arise, and take initiative to keep priorities, schedules, and responsibilities moving forward.