Right-Hand to the MD: Executive Assistant & Process Leader

D2B; Manila; Remote; PHP 613,000 - 817,000; Full time

Job summary

D2B is seeking an experienced Executive Assistant to become the right‑hand support for the Managing Director. This role goes beyond diary management to own inboxes, travel planning, reporting, project administration, and process improvement across the business.

You will coordinate priorities with leadership, deliver meaningful reporting for decision‑making, and help develop efficient workflows while maintaining a high level of confidentiality and professionalism.

Qualifications

• Provide high-level administrative support to the MD and manage multiple inboxes
• Coordinate domestic and international travel and itineraries
• Draft documents and responses on behalf of the MD
• Develop efficient workflows and SOPs for business operations
• Produce executive reports and dashboards for leadership review
• Assist with project administration and reporting timelines

Responsibilities

• Provide high-level administrative support to the Managing Director
• Proactively manage multiple email inboxes and prioritise communications
• Draft correspondence, prepare documents, and respond to enquiries on behalf of the Managing Director
• Coordinate meetings, appointments, and calendar management
• Organise domestic and international travel, accommodation, and itineraries
• Prepare agendas, meeting notes, and follow-up action items
• Act as the primary administrative support for day-to-day executive activities
• Assist with managing projects using the firm's project management software
• Monitor project progress and ensure deadlines are met
• Develop and improve internal workflows and business processes
• Create task lists, monitor outstanding actions, and follow up with team members
• Maintain project documentation and process manuals
• Identify opportunities to improve operational efficiency through better systems and processes
• Prepare executive reports and business performance summaries
• Build and maintain management dashboards
• Compile operational and project data into meaningful reports
• Assist with acquisition and business growth reporting
• Present information in a clear and professional format for leadership review
• Support data-driven decision-making across the business
• Prepare business documentation, presentations, and reports
• Maintain organised digital filing systems and documentation
• Coordinate internal communications and administrative activities
• Assist with event planning and business initiatives where required
• Support ad hoc operational and administrative projects
• Review existing administrative processes and recommend improvements
• Assist with implementing new systems and technologies
• Develop Standard Operating Procedures (SOPs) and process documentation
• Leverage technology and AI tools to improve productivity and streamline administrative tasks
• Support the ongoing growth and scalability of the business
• Microsoft 365
• Google Workspace
• Project management platforms (Asana, ClickUp, Monday.com)
• Microsoft Excel
• Microsoft PowerPoint
• CRM and cloud-based business systems
• AI platforms including ChatGPT, Claude, and Microsoft Copilot
• Previous experience as an Executive Assistant or Senior Administrative Coordinator
• Exceptional organisational and time management skills
• Excellent written and verbal English communication
• Strong experience managing executive calendars and email inboxes
• Advanced Microsoft Office skills, particularly Excel and PowerPoint
• Experience preparing executive reports and dashboards
• Confident using project management software
• Strong attention to detail and ability to manage multiple priorities
• High level of professionalism, discretion, and confidentiality
• Ability to work independently and anticipate business needs
• Desirable experiences such as supporting business owners, accounting environments, and workflow automation

Skills

Executive support

Inbox management

Calendar management

Travel coordination

Reporting & dashboards

Workflow optimization

Communication

Time management

Tools

Microsoft 365

Google Workspace

Asana / ClickUp / Monday.com

Excel

PowerPoint

CRM systems

AI tools (ChatGPT, Claude, Copilot)

Job description

D2B is seeking an experienced Executive Assistant to become the right‑hand support for the Managing Director. This role goes beyond diary management to own inboxes, travel planning, reporting, project administration, and process improvement across the business.

You will coordinate priorities with leadership, deliver meaningful reporting for decision‑making, and help develop efficient workflows while maintaining a high level of confidentiality and professionalism.