Virtual Executive Assistant

CF Solutions Philippines Inc.; Quezon City; On-site; PHP 420,000 - 540,000; Full time

Job summary

CF Solutions Philippines Inc. is seeking a highly organized Executive Assistant to manage schedules, email communications, reporting, and priorities for two executives.

This role requires discretion, strong calendar management, and proactive communication with internal and external stakeholders. The successful candidate will have at least 3 years of experience as an EA, a bachelor's degree preferred, and a healthcare background.

Qualifications

• Minimum 3 years of experience as an Executive Assistant or similar role.
• Bachelor's degree preferred or equivalent experience.
• Healthcare background required.
• Strong calendar management and email handling skills.
• Excellent communication and discretion.

Responsibilities

• Schedule and coordinate meetings and travel for two executives.
• Prioritize and manage emails with timely follow-ups.
• Prepare agendas, minutes, and action item tracking.
• Serve as primary contact for stakeholders with discretion.
• Maintain scheduling reports and calendar updates.
• Anticipate executives' needs and manage deadlines.
• Handle confidential information with integrity.
• Assist with reporting, data tracking, and records.
• Follow up with teams and partners to ensure deadlines.

Skills

Schedule management

Email management

Meetings coordination

Stakeholder communication

Attention to detail

Discretion & confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

About the role

We are seeking a highly organized, proactive, and confident Executive Assistant to manage schedules, email communications, reporting, and administrative priorities. The Executive Assistant will act as a key point of contact, ensuring seamless operations and enabling the executives to focus on strategic priorities.

Key responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for two executives, ensuring optimal time management and resolving scheduling conflicts.

• Manage and prioritize incoming emails, draft responses, and maintain organized inboxes, ensuring timely follow-ups and flagging critical communications.

• Prepare agendas, summarize minutes, and follow up on action items for meetings, ensuring all necessary materials are ready in advance.

• Act as the primary point of contact for internal and external stakeholders, handling inquiries and relaying information with discretion and professionalism.

• Maintain accurate scheduling reports, provide regular calendar updates, track meeting attendance and action items, and communicate scheduling changes and priorities to relevant stakeholders.

• Anticipate executives' needs, prioritize tasks, and manage deadlines to ensure smooth workflow and timely completion of assignments.

• Handle sensitive information with the utmost discretion, maintaining strict confidentiality in all matters.

• Perform additional administrative tasks as needed, including reporting, document preparation, data tracking, and maintaining organized records.

• Proactively follow up with internal teams, clients, and external partners to ensure commitments, deadlines, and executive requests are completed on time.

About you

• Minimum of 3 experience as an Executive Assistant or similar role, preferably supporting multiple senior-level executives.

• Bachelor's degree preferred, or equivalent combination of education and professional experience.

• Must have Healthcare Background.

• Exceptional ability to manage complex schedules, prioritize tasks, and maintain meticulous attention to detail.

• Excellent verbal and written communication skills, articulate and confident when communicating with executives, clients, and stakeholders at all levels.

• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendar management tools, and email platforms.

• Ability to prepare scheduling reports, monitor key administrative metrics, and provide timely updates to leadership.

• Proven ability to handle confidential information with integrity and professionalism.

• Ability to thrive in a dynamic, fast-paced environment, with strong problem-solving skills and flexibility to manage shifting priorities.

• Strong interpersonal skills with a collaborative, service-oriented approach and the ability to build relationships with internal and external contacts.

Work Set Up: Work Onsite in Eastwood, Quezon City