Executive Assistant to the EVP of Operations - Hybrid

Getwingapp; Makati; On-site; PHP 480,000 - 800,000; Full time

Job summary

Getwingapp is seeking an Executive Assistant to the EVP of Operations to provide high-level administrative and operational coordination. The role goes beyond calendar management, organizing information, preparing meeting materials, tracking commitments, and following up with stakeholders to keep priorities moving forward.

The ideal candidate is proactive, highly organized, discreet, and comfortable partnering with senior leaders in a fast-paced environment, delivering timely updates and clear

Qualifications

• Experience supporting C-suite or senior executives in a fast-paced environment.
• Strong organizational and time-management skills with attention to detail.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the EVP's calendar, appointments, and meeting schedules with priority-based requests.
• Prepare daily and weekly briefings, meeting materials, and summaries.
• Coordinate travel, itineraries, and expense documentation.
• Document decisions, track actions, and maintain a centralized follow-up tracker.
• Communicate EVP-approved instructions and ensure timely follow-through.

Skills

Executive support

Calendar management

Stakeholder management

Discretion

Proactive communication

Job description

Description: Role Overview

The Executive Assistant to the EVP of Operations provides administrative and operational coordination support to help the EVP manage priorities, stay informed, and drive timely execution across the Operations team. This role goes beyond calendar management. The assistant organizes information, prepares meeting materials, tracks commitments, and follows up with stakeholders to ensure operational priorities move forward. The ideal candidate is proactive, organized, discreet, and comfortable working with senior leaders in a fast-paced environment.

Key Responsibilities

Executive and Administrative Support

• Manage the EVP's calendar, appointments, and meeting schedules, prioritizing requests based on business needs.
• Prepare daily and weekly briefings covering upcoming meetings, deadlines, pending decisions, and outstanding commitments.
• Draft correspondence, presentations, reports, and other materials on behalf of the EVP.
• Coordinate travel arrangements, itineraries, and expense documentation as needed.
• Handle confidential business, employee, and client information with discretion.

Meeting Management and Follow-Through

• Prepare agendas and collect relevant updates and supporting materials before meetings.
• Document key discussions, decisions, action items, owners, and deadlines.
• Maintain a centralized action tracker and follow up with stakeholders on outstanding commitments.
• Flag overdue items, unresolved issues, and decisions requiring the EVP's attention.
• Coordinate leadership meetings, operational reviews, and planning sessions.

Operational Coordination and Reporting

• Collect and consolidate updates from Operations leaders, TA Team Leads, into clear, timely summaries.
• Support the preparation of performance dashboards, KPI reports, and business review materials.
• Check submitted reports for completeness and consistency, coordinating corrections with the relevant owners.
• Track milestones, dependencies, and deliverables for initiatives sponsored by the EVP.
• Surface potential delays and execution gaps early, with relevant context for review.

Stakeholder Communication

• Serve as a coordination point between the EVP and internal stakeholders.
• Communicate the EVP's approved instructions, priorities, and decisions accurately.
• Route requests to the appropriate owners and follow up until a response or resolution is received.
• Maintain professional working relationships across departments to support timely collaboration.

Documentation and Process Improvement

• Organize files, meeting records, reports, and operational documentation for easy access.
• Maintain templates and trackers that improve consistency and reduce administrative work.
• Identify opportunities to improve scheduling, reporting, communication, and follow-up processes.
• Support special projects and other assignments aligned with the EVP's priorities.