Team EA

Office Secretaries; Santo Niño 1st; On-site; PHP 420,000 - 720,000; Full time

Job summary

Office Secretaries in the Philippines is seeking an experienced Executive Assistant to provide administrative and secretariat support to senior team members. The role includes travel coordination, expense submission, and assisting with basic IT and office operations to ensure smooth day‑to‑day functioning.

The ideal candidate has 5+ years in a similar role, diplomas or degrees from reputable institutions, and the ability to handle confidential matters with professionalism in a fast-paced

Qualifications

• Experience providing high‑level secretariat and administrative support to executives.
• Strong written and verbal communication, with discretion handling confidential information.
• Ability to multitask and prioritize in a fast-paced environment.

Responsibilities

• Manage calendars, coordinate schedules, and arrange meeting logistics.
• Maintain contacts and update address books; handle travel arrangements.
• Prepare expense submissions and assist with presentation materials.
• Greet guests, prepare meeting rooms, and coordinate office operations.
• Coordinate with IT vendors for basic troubleshooting and equipment needs.

Skills

Executive support

Secretariat support

Multitasking

Microsoft Office

Interpersonal skills

Discretion

Education

Diploma or Degree

Tools

Microsoft Office Suite

CoPilot

Job description

About the role

We are seeking a proactive, organized and resourceful Executive Assistant to provide administrative, operational, and basic IT administrative support to the team. The candidate will be primarily responsible for providing secretariat support to select members of the investment team. This role also supports the Office Manager with aspects of day-to-day office operations, including providing basic IT support and coordination.

Key responsibilities

• Manage calendars, coordinate schedules, and arrange meetings logistics
• Maintain and update contacts and address books (e.g. manage physical business cards)
• Support travel arrangements
• Prepare expense submissions
• Assist in the preparation of presentation materials occasionally
• Receive guests and prepare meeting rooms
• Manage procurement and replenishment of office supplies
• Coordinate office maintenance matters including liaising with building management, season parking arrangements, and facilities upkeep and repairs
• Arrange courier and delivery services
• Coordinate with external IT vendors and service providers on IT-related matters (e.g. installations, servicing, replacements)

About you

• More than 5 years' experience as Executive Assistant (or similar role); prior experience in a smaller scale Private Equity or similar set up would be advantageous
• Diploma or Degree from reputable institutions
• Prior demonstrated experience of providing high quality secretariat support to executives in a high paced environment
• Takes a service-oriented approach beyond tasks completion
• Handle confidential matters with discretion and professionalism
• Independent and makes sound judgement; able to multitask and effectively prioritize
• Highly presentable with strong written and interpersonal skills; polished and approachable manner when engaging external stakeholders
• Team player - flexible in covering other Executive Assistants when required; enjoys working in a collegiate environment
• Proficient in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint and CoPilot
• Comfortable troubleshooting basic tech issues and quick to learn