Executive Assistant To Ceo

Active 8 Security Solutions Inc.; Makati; On-site; PHP 335,000 - 670,000; Full time

Job summary

Active 8 Security Solutions Inc. in Makati, Philippines, is seeking an Executive Assistant to provide organized, reliable administrative and personal support to the executive team.

The role involves multitasking, coordinating meetings, and handling a range of tasks to ensure smooth operations. The successful candidate will manage schedules, prepare documents, conduct basic research, and maintain confidentiality in all dealings, with strong communication skills and attention to detail.

Qualifications

• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to multitask and prioritize in a fast-paced environment.
• High discretion when handling confidential or personal information.

Responsibilities

• Record detailed and accurate meeting minutes and action items.
• Follow up with stakeholders to track deliverables and deadlines.
• Write, format, and proofread administrative documents as needed.
• Book and organize meetings, manage invitations and schedules.
• Manage calendars for professional and personal commitments.
• Coordinate travel arrangements, including flights and accommodations.
• Run errands and assist with personal tasks as assigned.
• Maintain confidentiality and handle ad-hoc tasks as required.

Skills

Excellent organizational skills

Time management

Written and verbal communication

Microsoft Office Suite

Multitasking

Discretion with confidential info

Education

Education not specified

Tools

Microsoft Office Suite

Job description

Job Summary

The Executive Assistant role must provide highly organized, reliable, and comprehensive administrative and personal support. The secretary will play a key role in ensuring smooth operations by managing schedules, preparing documents, coordinating deliverables, and handling a variety of personal and professional tasks. This position requires multitasking

abilities, attention to detail, and strong communication skills.

Key Responsibilities

Administrative Support

• Record detailed and accurate meeting minutes, ensuring clear documentation of decisions and action items.
• Follow up with internal and external stakeholders to track progress on deliverables and deadlines.
• Write and prepare administrative documents as needed.
• Make calls, organize meetings, and coordinate schedules by checking availability and managing invitations.

Scheduling and Coordination

• Manage calendars by scheduling appointments for both professional and personal commitments.
• Book and canvas flights, accommodations, and other travel arrangements as required.
• Coordinate with office staff and external parties to ensure seamless scheduling of meetings and events.

Document Preparation

• Draft, format, write, edit and

proofread reports and other documents as needed.

• Conduct basic research and prepare concise summaries or briefings for the executive or team.
• Compile and present status reports on project deliverables and other assigned tasks.

Personal Assistance

• Run errands, manage personal appointments, and handle other personal tasks as assigned.
• Assist with personal projects, including event planning or gift purchasing.

General Secretarial Tasks

• Maintain confidentiality when handling sensitive or personal information.
• Handle other ad-hoc tasks as needed to support the executive or team.

Qualifications and Skills

• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in office software such as Microsoft Office Suite (Word, Excel, Outlook).
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• High degree of discretion when handling confidential or personal information.

Work Environment

• Standard office setting with occasional flexibility required for offsite tasks.
• Some travel may be necessary based on requirements.