Executive Support Specialist

Magellan Solutions Outsourcing Inc.; Philippines; On-site; PHP 360,000 - 540,000; Full time

Job summary

Magellan Solutions Outsourcing Inc. in Quezon City, Metro Manila, is seeking an Executive Support Specialist to join our team.

This full-time role supports senior management by handling administrative and operational tasks with a focus on professionalism and efficiency. You will manage calendars, arrange travel, prepare reports, and coordinate meetings, ensuring seamless executive operations and effective communication across departments.

Qualifications

• 3+ years experience in an executive assistant or senior administrative role.
• Strong organisational and time management skills.
• Excellent written and verbal English with attention to grammar and spelling.
• Ability to handle confidential information with professionalism.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate complex diaries.
• Prepare executive correspondence, reports, and meeting materials with precision.
• Organise meetings, travel, accommodation, and logistics for executives.
• Maintain confidential files and document management procedures.
• Provide administrative support for board meetings and high-level events.
• Manage expense reports and support financial administration tasks.
• Coordinate with internal and external stakeholders to support executive objectives.
• Screen calls and emails for the executive office
• Draft routine correspondence and general office admin
• Support special projects and ad hoc tasks for senior management

Skills

Executive support

Calendar management

Microsoft Office

English communication

Discretion and confidentiality

Travel coordination

Tools

Microsoft Office Suite

Scheduling software

Job description

About the role

Magellan Solutions Outsourcing Inc. is seeking an Executive Support Specialist to join our team in Quezon City, Metro Manila. This is a full-time position that plays a crucial role in ensuring the smooth and efficient operation of our executive office. As an Executive Support Specialist, you will provide comprehensive administrative and operational support to senior management, acting as a trusted advisor and organisational lynchpin. This role is essential to enabling our leadership team to focus on strategic priorities whilst maintaining the highest standards of professionalism and efficiency.

What you'll be doing

• Managing executive calendars, scheduling meetings, and coordinating complex diaries across multiple stakeholders

• Preparing executive correspondence, reports, presentations and meeting materials with meticulous attention to detail

• Organising and coordinating meetings, including arranging travel, accommodation and logistics for executives and visiting dignitaries

• Maintaining confidential files and ensuring proper document management and record keeping procedures

• Providing administrative support for board meetings, shareholder communications and other high-level events

• Managing expense reports, processing invoices and supporting financial administration tasks

• Coordinating with internal departments and external stakeholders to facilitate executive objectives

• Screening and prioritising telephone calls, emails and visitors to the executive office

• Drafting routine correspondence and handling general office administration

• Supporting special projects and ad hoc tasks as required by senior management

What we're looking for

• Proven experience (3+ years) working as an Executive Assistant, PA or in a similar senior administrative support role

• Exceptional organisational and time management skills with the ability to manage multiple priorities simultaneously

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with scheduling software

• Excellent written and verbal communication skills in English, with meticulous attention to grammar and spelling

• Strong discretion and ability to handle confidential and sensitive information with professionalism

• Proactive approach with the ability to anticipate needs and take initiative without supervision

• Professional demeanour and experience working in a corporate or professional services environment

• Excellent interpersonal skills and the ability to build effective relationships across all levels of the organisation

• Experience with travel coordination, event management or facilities management is advantageous

• Knowledge of accounting principles or financial administration is preferred

• Relevant secretarial or administrative qualification or certification is desirable

What we offer

Magellan Solutions Outsourcing Inc. is committed to providing a supportive and rewarding work environment where our employees can thrive. We offer a competitive remuneration package commensurate with experience, including performance-related bonuses and incentive programmes. Our benefits include health and wellness programmes, access to professional development opportunities, and a collaborative workplace culture. We recognise the importance of work-life balance and offer flexible working arrangements where appropriate. Our company values professional growth and provides opportunities for career advancement within the organisation. We foster a culture of respect, inclusion and mutual support, where every team member is valued and encouraged to contribute their best.

About us

Magellan Solutions Outsourcing Inc. is a leading provider of business process outsourcing and administrative solutions. We are dedicated to delivering exceptional service to our clients through the expertise, professionalism and commitment of our talented team. Our mission is to be a trusted partner that enables organisations to optimise their operations and focus on their core business objectives. We pride ourselves on our strong work ethic, innovative approach and customer-centric values. With a growing presence in the Philippines and across the Asia-Pacific region, Magellan Solutions is an exciting place to build a rewarding career in business support and administration.