Executive Assistant to the CEO

Lewis Personnel Management; Taguig; On-site; PHP 446,000 - 781,000; Part time

Job summary

Lewis Personnel Management is seeking an experienced Executive Assistant to support the CEO and Senior Leadership Team. This hybrid role requires strong organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

You will handle calendar management, travel coordination, meetings, expenses, and critical communications, while maintaining confidentiality and professionalism. On-site 3 days a week in BGC, with 2 days remote work.

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar senior administrative role.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Highly proactive with strong problem-solving and decision-making abilities.
• Excellent written and verbal communication skills.
• High level of professionalism, integrity, discretion, and confidentiality.
• Experience with DocuSign, BAS, calendar management systems, and other productivity tools is an advantage.
• Excellent attention to detail and follow-through.
• Ability to remain calm and effective in a fast-paced and changing environment.
• Willingness to work 3 days onsite in BGC and 2 days from home.

Responsibilities

• Manage the CEO and Senior Leadership Team calendars and schedules.
• Coordinate meeting logistics, including agendas, attendees, meeting rooms, video conferencing, and pre-reading materials.
• Draft and review correspondence on behalf of executives.
• Track outstanding requests and follow up to ensure timely completion.
• Escalate urgent or high-impact matters with clear summaries and recommended actions.
• Prepare and submit executive expense claims with complete documentation.
• Coordinate client meetings, leadership visits, site tours, and executive engagements.
• Organize leadership meetings, events, and off-site activities.
• Coordinate the review and approval of contracts, NDAs, and other executive-level documents.
• Support cross-functional projects and initiatives led by senior management.
• Handle confidential information relating to employees, business strategy, financial matters, clients, and other sensitive topics.

Skills

Organizational skills

Time management

Problem solving

Communication skills

Discretion

Tools

Microsoft Office

DocuSign

BAS

Job description

Executive Assistant

Location: Bonifacio Global City (BGC), Taguig
Work Arrangement: Hybrid – 3 days onsite, 2 days work from home
Schedule: Dayshift
Employment Type: 6-Month Contractual

About the Role

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and operational support to the CEO and Senior Leadership Team.

The role requires excellent organizational skills, strong communication, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is someone who can anticipate needs, work independently, and ensure that executive priorities are handled efficiently and professionally.

Key Responsibilities

Executive & Calendar Management

• Manage the CEO and Senior Leadership Team’s calendars and schedules.

• Prioritize meetings, appointments, and commitments while protecting focus time.

• Coordinate meeting logistics, including agendas, attendees, meeting rooms, video conferencing, and pre-reading materials.

• Resolve scheduling conflicts and manage last-minute changes.

• Coordinate executive schedules with travel plans and other key commitments.

Communication & Liaison

• Serve as a key point of contact for executive communications.

• Review, prioritize, and route emails, messages, and calls appropriately.

• Draft and review correspondence on behalf of executives.

• Track outstanding requests and follow up to ensure timely completion.

• Escalate urgent or high-impact matters with clear summaries and recommended actions.

Expense & Financial Administration

• Prepare and submit executive expense claims with complete documentation.

• Reconcile expense statements and resolve discrepancies.

• Monitor expense deadlines and coordinate with Finance when needed.

• Support petty cash management, including documentation, reconciliation, and replenishment.

• Ensure compliance with company policies and audit requirements.

Client & Leadership Visit Coordination

• Coordinate client meetings, leadership visits, site tours, and executive engagements.

• Manage visit logistics, including schedules, meeting rooms, transportation, visitor access, AV/IT, and refreshments.

• Prepare briefing materials, schedules, executive bios, and other relevant documents.

• Support on-the-day execution and coordinate post-visit follow-ups.

Event & Meeting Coordination

• Organize leadership meetings, events, and off-site activities.

• Coordinate venues, budgets, agendas, invitations, and participant communications.

• Manage RSVP tracking, reminders, and meeting materials.

• Oversee event-day logistics and resolve issues as they arise.

• Document key decisions, outcomes, and action items.

Contracts & Document Management

• Coordinate the review and approval of contracts, NDAs, and other executive-level documents.

• Ensure documents are complete and accurate before routing for approval or signature.

• Manage document routing through DocuSign, internal systems, or physical signing processes.

• Track approvals and signatures through completion.

• Maintain organized records of executed documents and approvals.

Project & Leadership Support

• Support cross-functional projects and initiatives led by senior management.

• Coordinate meetings, maintain action logs, and track project dependencies.

• Consolidate updates, risks, decisions, and outstanding items for leadership review.

• Follow up with stakeholders to ensure deadlines and commitments are met.

• Assist with presentations, reports, briefs, meeting notes, and other leadership materials.

• Help ensure decisions are translated into clear actions and completed on time.

Confidentiality & Information Management

• Handle confidential information relating to employees, business strategy, financial matters, clients, and other sensitive topics.

• Maintain strict discretion when handling executive communications and documents.

• Follow appropriate information-sharing and document storage protocols.

• Maintain awareness of physical and digital security when handling confidential materials.

• Immediately elevate any suspected privacy, security, or confidentiality concerns.

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar senior administrative role.

• Strong organizational and time-management skills with the ability to manage multiple priorities.

• Highly proactive with strong problem-solving and decision-making abilities.

• Excellent written and verbal communication skills.

• High level of professionalism, integrity, discretion, and confidentiality.

• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.

• Experience with DocuSign, BAS, calendar management systems, and other productivity tools is an advantage.

• Excellent attention to detail and follow-through.

• Ability to remain calm and effective in a fast-paced and changing environment.

• Strong interpersonal skills and the ability to work with stakeholders at all levels.

• Basic understanding of expense management, budget tracking, and financial processes.

• Ability to work independently and anticipate the needs of senior executives.

• Willingness to work 3 days onsite in BGC and 2 days from home.

Ideal Candidate

The ideal candidate is a reliable, polished, and proactive executive support professional who can work with minimal supervision, anticipate the needs of senior leaders, handle confidential information with discretion, and ensure that schedules, communications, documents, and priorities are managed smoothly.

This is a 6-month contractual opportunity for someone who can make an immediate impact and provide high-quality executive support from day one.