Executive Assistant to Chief Executive Officer

Moder; Muntinlupa; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

Moder is seeking a highly organized Executive Assistant to support our CEO Office. This role acts as a trusted partner to executive leadership, coordinating priorities, stakeholder engagement, and critical business initiatives across time zones.

Key duties include managing calendars, drafting executive communications, coordinating meetings and travel, preparing briefing materials, and tracking actions. The ideal candidate has 3–5+ years supporting C-level leaders and exceptional English

Qualifications

• Bachelor's degree in Business, Administration, Communications, or related field.
• 3–5+ years supporting C-level executives or executive offices.
• Exceptional verbal and written English communication skills.
• Advanced proficiency in Microsoft 365: Outlook, PowerPoint, Excel, Teams.

Responsibilities

• Manage and optimize executive calendars across multiple time zones.
• Draft and manage executive‑level communications, presentations, and correspondence.
• Coordinate meetings, travel, and executive events; prepare briefing documents and materials.
• Monitor priorities, track actions, and support leadership reporting and dashboards.
• Coordinate with internal teams to ensure timely completion of deliverables and budget-related tasks.

Skills

Verbal and written English

Microsoft 365 proficiency

Organizational & time management

Discretion & confidentiality

Education

Bachelor's degree in related field

Tools

Microsoft 365 Suite

Job description

We are seeking a highly organized, proactive, and strategic Executive Assistant to support our CEO Office. This role serves as a trusted partner to executive leadership, ensuring seamless coordination of priorities, stakeholder engagement, and critical business initiatives. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, and handles confidential information with the highest level of professionalism.

Key Responsibilities

1. Executive Calendar & Priority Management

• Manage and optimize executive calendars, ensuring alignment of priorities across multiple time zones.
• Coordinate leadership meetings, board discussions, client engagements, site visits, and strategic business reviews.
• Anticipate scheduling conflicts and proactively adjust plans in a dynamic business environment.
• Ensure executive leaders are prepared for key meetings through timely briefings and materials.

2. Executive Communications & Stakeholder Management

• Serve as a liaison between the CEO Office, senior leadership team, clients, partners, and external stakeholders.
• Draft and manage executive-level communications, presentations, and correspondence.
• Screen, prioritize, and respond to inquiries on behalf of executive leadership when appropriate.
• Track discussions, action items, and commitments to drive timely completion.

3. Meetings, Travel & Executive Events

• Prepare agendas, briefing documents, reports, and presentations for leadership meetings.
• Record key decisions and action items while ensuring accountability and follow-through.
• Coordinate domestic and international travel arrangements, accommodations, and expense reporting.
• Support executive events, town halls, leadership offsites, client visits, and strategic planning sessions.

4. Strategic & Operational Support

• Assist in monitoring business priorities, organizational initiatives, and executive projects.
• Conduct research and gather insights on business trends, market developments, and strategic opportunities.
• Support executive reporting, performance dashboards, and leadership presentations.
• Handle sensitive business information with the utmost confidentiality and professionalism.

5. Administrative & Project Coordination

• Prepare board materials, executive presentations, reports, and business updates.
• Manage special projects and cross-functional initiatives on behalf of the CEO Office.
• Coordinate with internal teams to ensure timely completion of key deliverables.
• Support budget tracking, vendor coordination, and administrative processes as needed.

Qualifications

• Bachelor's degree in Business Administration, Communications, Management, or a related field (or equivalent experience).
• 3-5+ years of experience supporting C-level executives, senior leaders, or executive offices.
• Exceptional verbal and written English communication skills.
• Advanced proficiency in Microsoft 365, including Outlook, PowerPoint, Excel, and Teams.
• Strong organizational, planning, and time-management skills.
• High level of discretion and ability to handle confidential information.

Preferred Qualifications

• Experience supporting a CEO, executive leadership team, or corporate office.
• Background in multinational, shared services, BPO, or fast-growing organizations.
• Experience coordinating across global stakeholders and multiple time zones.
• Strong project management and executive support capabilities.
• Ability to thrive in a fast-paced, highly dynamic environment.

Core Competencies

• Exceptional organizational and multitasking skills
• Strong business acumen and professional judgment
• Executive presence and stakeholder management
• Proactive, solutions-oriented mindset
• High attention to detail and accuracy
• Adaptability and resilience in a fast-paced environment
• Ability to maintain strict confidentiality