IT Executive Assistant

NightOwl Consulting Philippines Inc.; Philippines; On-site; PHP 669,600 - 892,800; Full time

Benefits offered by this job

Above market salary

HMO on Day 1 for principal and dependz

Government-mandated benefits

Performance-based incentives

Quarterly company events

Equipment and software provided

Job summary

NightOwl Consulting Philippines Inc. is seeking an Executive Assistant, Information Technology to provide high‑level administrative support to the CIO and IT leadership.

This fully remote, shared role balances priorities, manages confidential information, and keeps calendars, communications, and operations running smoothly. The successful candidate will have at least five years of senior-executive support experience, excellent written and verbal communication, and the ability to collaborate

Qualifications

• Minimum of five (5) years of executive-level administrative support experience.
• Experience supporting multiple senior leaders simultaneously.
• Experience in financial services or highly regulated industries preferred.
• Proven ability to coordinate across teams and protect confidential information.

Responsibilities

• Manage the CIO’s calendar and coordinate scheduling across IT and Training leaders; resolve conflicts and protect focus time.
• Prepare meeting agendas, capture notes, track action items, and follow up on deliverables.
• Draft and manage CIO correspondence; triage requests and route to appropriate stakeholders.
• Coordinate domestic and international travel; develop itineraries and process expense reports.
• Support contract administration and vendor onboarding with procurement; monitor dates and approvals.
• Maintain departmental records, distribution lists, org charts, and access permissions.
• Monitor milestones and deadlines across IT initiatives; provide leadership with project status visibility.
• Handle highly confidential information with professionalism and discretion.

Skills

Executive support

Calendar management

Travel coordination

Written and verbal communication

MS 365 proficiency

Tools

Outlook

Teams

SharePoint

Word

Excel

PowerPoint

Job description

Description

The Executive Assistant, Information Technology provides high-level administrative and coordination support to the Chief Information Officer and the IT leadership team. This fully remote shared role primarily supports the CIO, with direct support to designated IT and Training leaders. The position balances competing priorities across multiple principals, exercises discretion with confidential information, and keeps the department’s calendar, communications, and operations running. Ideal candidates have proven experience supporting senior executives, strong written and verbal communication skills, and the ability to work well across organizational boundaries while managing confidential information.

Department

Department: Operations

Location: Client

Compensation: ₱60,000 - ₱80,000 / month

Key Responsibilities

• Manage the CIO’s calendar and coordinate scheduling across designated IT and Training leaders, proactively resolving conflicts, protecting focus time, and organizing recurring leadership meetings, including monthly Senior Leadership Team sessions.
• Prepare meeting agendas, capture and distribute notes, track action items, and follow up on outstanding deliverables to ensure timely completion.
• Draft, edit, and manage correspondence on behalf of the CIO and designated leaders; triage incoming requests and direct them to the appropriate stakeholders.
• Coordinate domestic and international travel arrangements, develop detailed itineraries, and process expense reports for the CIO and designated leadership team members.
• Support contract administration, vendor onboarding, and renewal processes in partnership with procurement teams; monitor key dates and route documentation for review and approval.
• Maintain departmental records, distribution lists, organizational charts, and shared documentation, ensuring accuracy, version control, and appropriate access permissions.
• Monitor deliverables, milestones, and deadlines across IT initiatives; coordinate cross‑functional collaboration and provide leadership with clear visibility into project status and progress.
• Handle sensitive personnel, security, financial, and vendor information with the highest level of professionalism, confidentiality, and compliance with company data security policies.
• Perform other duties and responsibilities as assigned.

Skills, Knowledge and Expertise

• Excellent written and verbal communication skills, with the ability to interact professionally and effectively across all levels of the organization.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Demonstrated ability to handle highly confidential and sensitive information with discretion, professionalism, and sound judgment.
• Strong organizational, time management, and follow-through skills, with exceptional attention to detail.
• Proven ability to prioritize competing demands, manage multiple tasks simultaneously, and consistently meet deadlines in a fast‑paced environment.

Experience Requirements

• Minimum of five (5) years of experience providing executive‑level administrative support, preferably supporting multiple senior leaders simultaneously.
• Experience within financial services, mortgage lending, banking, or another highly regulated industry is preferred.
• Demonstrated success working in dynamic, high‑accountability environments requiring strong coordination, communication, and problem‑solving skills.

Benefits

• Above market salary
• HMO on Day 1 for principal and two dependents
• Government‑mandated benefits
• Performance‑based Incentives
• Quarterly Company Events1,000 PHP De Minimis
• Equipment and software provided