Senior Executive Assistant (Onsite)

Lewis Personnel Management; Makati; On-site; PHP 1,000,000 - 1,500,000; Full time

Job summary

Lewis Personnel Management is seeking a Senior Executive Assistant based on-site in Salcedo, Makati, to partner with the Managing Director across multiple companies and strategic initiatives. You will manage scheduling, prepare materials, track deliverables, and coordinate travel while handling sensitive information with discretion.

You will liaise with stakeholders, maintain project trackers, and drive process improvements using AI productivity tools to enhance efficiency and governance.

Qualifications

• 7+ years of professional experience supporting senior executives, founders, or C-suite leaders.
• Experience in executive office management, project coordination, and stakeholder management.
• Experience supporting business owners, family offices, or multiple business units is a plus.
• Excellent written and verbal English communication skills.
• Proficiency with AI productivity tools (e.g., ChatGPT, Claude, Gemini, Notion AI).

Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, priorities, correspondence, and follow-ups.
• Draft correspondence, reports, presentations, memoranda, agendas, and business documents.
• Attend meetings, prepare materials, record minutes, and track action items.
• Monitor deadlines, commitments, deliverables, and executive priorities.
• Coordinate domestic and international travel arrangements.
• Liaise with internal/external stakeholders, including advisers, partners, and senior management.
• Maintain project trackers, status reports, and executive dashboards.
• Maintain organized records of critical documents with proper filing and access.
• Prepare meeting summaries and follow-up reports; ensure action items are completed.
• Leverage AI tools to improve executive effectiveness and automate processes.

Skills

Executive support

Stakeholder management

Project coordination

Discretion

English proficiency

AI productivity tools

Education

Bachelor's degree in Business Administration/Management/Communications/Law/Finance/Economics

Job description

About the role

Based on-site in Salcedo, Makati, the Senior Executive Assistant serves as a trusted strategic partner to the Managing Director, providing high-level support across multiple companies, investments, and strategic initiatives. The role acts as a central coordination point for priorities, commitments, communications, stakeholders, and deliverables, ensuring matters are organised, monitored, and completed with discretion, accuracy, and minimal supervision.

Key responsibilities

• Manage the Managing Director's calendar, appointments, meetings, priorities, correspondence, and follow-ups.

• Draft correspondence, reports, presentations, memoranda, meeting agendas, and business documents.

• Attend meetings when required, prepare supporting materials, record minutes, and track action items.

• Maintain systems for monitoring deadlines, commitments, deliverables, and executive priorities.

• Handle confidential and sensitive information with discretion and professionalism.

• Coordinate domestic and international travel, including flights, accommodation, transportation, visas, itineraries, documentation, and briefing materials.

• Act as a liaison between the Managing Director and internal and external stakeholders, including professional advisers, business partners, suppliers, and senior management.

• Track requests, approvals, commitments, and deliverables, facilitating communication and escalating important matters promptly.

• Monitor strategic projects, investments, business initiatives, and special assignments across multiple companies and business units.

• Maintain project trackers, status reports, and executive dashboards while monitoring progress against timelines.

• Maintain organised records of business, legal, financial, and operational documents, including appropriate filing, version control, and accessibility.

• Coordinate executive meetings, investor meetings, presentations, and special events, including venues, materials, logistics, and attendee coordination.

• Prepare meeting summaries and follow-up reports and ensure agreed action items are completed.

• Use AI tools and productivity platforms to improve executive effectiveness and workflow efficiency.

• Identify opportunities to automate administrative and reporting processes and recommend practical process improvements.

What we're looking for

• Bachelor's degree in Business Administration, Management, Communications, Law, Finance, Economics, or a related field.

• At least 7 years of professional experience supporting senior executives, founders, business owners, or C-suite leaders.

• Demonstrated experience in executive support, executive office management, project coordination, stakeholder management, or related functions.

• Experience supporting business owners, entrepreneurs, family offices, investment activities, or multiple business units is an advantage.

• Excellent written and verbal English communication skills.

• Strong organisational skills, sound judgment, discretion, resourcefulness, adaptability, and attention to detail.

• Proficiency in AI productivity tools such as ChatGPT, Claude, Gemini, Notion AI, or similar platforms is highly preferred.