Executive Assistant to the CEO

Private Advertiser; Makati; On-site; PHP 502,000 - 725,000; Full time

Job summary

Private Advertiser is seeking a dependable Executive Assistant to support the CEO with daily administration, coordination, and practical errands. The role combines calendar and meeting support with fieldwork, including document runs, pickups, deliveries, and approved purchases.

You will handle confidential information and ensure tasks are completed efficiently. The ideal candidate will have experience in executive assistance, strong organizational skills, and clear English and Filipino

Qualifications

• Experience in executive assistance or similar support roles.
• Strong organizational skills with attention to detail.
• Clear English and Filipino communication, professional conduct.

Responsibilities

• Manage the CEO's calendar, appointments, reminders, and meetings.
• Prepare materials, take notes, record decisions and deadlines; follow up on actions.
• Draft routine emails and organize correspondence and files for easy retrieval.
• Coordinate bookings, itineraries, transport, and event logistics for the CEO.
• Complete assigned errands, including document runs, deliveries, and approved purchases.
• Collect and deliver documents, packages, and supplies with proper receipt acknowledgement.
• Submit and follow up documents with offices, suppliers, and banks as required.
• Make approved purchases, track spending, and manage advances and receipts.
• Maintain an updated list of CEO requests, priorities, and deadlines with progress updates.
• Coordinate with Client Delivery, Project Management, Admin and Finance as needed.

Skills

Calendar management

Administration

Office coordination

Field errands

Communication (EN/Filipino)

Travel logistics

Tools

Email

Digital calendars

Documents & records

Spreadsheets

Messaging apps

Navigation tools

Job description

About the role

We are looking for a dependable Executive Assistant to support the CEO with daily administration, coordination, and practical errands. The role combines calendar and meeting support with regular fieldwork, including document runs, pickups, deliveries, and approved purchases. You should be comfortable moving between desk work and on-ground assignments, handling confidential information, and following tasks through to completion.

Key responsibilities

• Manage the CEO's calendar, appointments, reminders, and meeting arrangements. Confirm schedules, flag conflicts, and allow realistic time for travel.


• Prepare meeting materials, take clear notes, and record decisions, owners, and deadlines. Follow up on agreed actions and outstanding responses.


• Draft routine emails, messages, and documents for review. Organize correspondence, records, and files so information is easy to retrieve.


• Coordinate bookings, itineraries, transport, and meeting logistics. Prepare the documents and materials the CEO needs for appointments and events.


• Complete assigned business errands and reasonable personal errands for the CEO, as agreed within the role.


• Collect and deliver documents, packages, supplies, and other items. Confirm recipients and requirements, protect items in transit, and obtain acknowledgment of receipt.


• Submit, collect, and follow up documents with offices, suppliers, service providers, and banks when authorized and provided with the required instructions.


• Make approved purchases, arrange pickups, and coordinate couriers or deliveries. Track spending, keep receipts, and promptly account for advances and unused funds.


• Maintain an updated list of the CEO's requests, priorities, and deadlines. Provide concise progress updates without waiting to be asked.


• Coordinate requests with Client Delivery, Project Management, and Admin and Finance, keeping the responsible team member informed of requirements and changes.

About you

• Relevant experience in executive assistance, administration, office coordination, or a comparable support role. Experience combining administrative work with field errands is an advantage.


• Strong organization and attention to detail, including accurate scheduling, document handling, and expense records.


• Clear spoken and written communication in English and Filipino, with professional conduct when dealing with clients, suppliers, and external offices.


• Comfortable using email, digital calendars, documents, spreadsheets, messaging apps, and navigation tools.


• Able to travel to assigned locations, plan errands efficiently, and manage both desk work and field assignments.


• Demonstrates discretion, sound judgment, initiative, and reliability. Able to respond calmly when plans or priorities change.