Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide seamless, high-level support to a senior executive during a planned leave period. This role will ensure continuity, efficiency, and organization across daily operations, allowing the executive to focus on key priorities.

The ideal candidate thrives in a fast-paced environment, is highly detail-oriented, and is comfortable managing both professional and occasional personal tasks with discretion and professionalism.

Estimated Salary: The salary for this position has not been finalized yet. Please indicate your expected salary based on your experience in the application form, and we will consider it in our discussions.

Key Responsibilities:

Calendar & Schedule Management

• Manage and protect the executive’s calendar, prioritizing key commitments
• Coordinate business and personal appointments to create flow and reduce conflicts
• Send reminders and background context ahead of introductory meetings
• Proactively manage scheduling changes and adjust priorities as needed
• Provide building access instructions when guests are visiting the office
• Book and coordinate reservations for breakfast, lunch, or dinner meetings, including calendar invitations with location and parking details

Travel Management

• Book flights, hotels, and ground transportation for business and occasional personal travel
• Create organized and easy-to-follow travel itineraries, as well as inputting details into Outlook Calendar
• Anticipate potential travel disruptions and proactively manage changes

Operations & Administrative Support

• Track and organize documents, reports, and internal information in OneDrive, Excel, and Notion
• Maintain light accounting support including expense tracking, receipt management, and simple reconciliations
• Assist with additional administrative or operational tasks as needed

Requirements

• Proven experience as an Executive Assistant, Executive Coordinator, or similar high-level support role
• Exceptional organizational, time management, and prioritization skills
• Excellent written and verbal communication abilities
• Ability to manage both business and occasional personal tasks with discretion
• High level of professionalism, reliability, and confidentiality
• Ability to work a schedule aligned primarily with Pacific Standard Time (PST) and adapt to the executive’s travel schedule when needed
• Strong technical proficiency with tools such as Microsoft Office, Excel, OneDrive, project management tools (e.g., Notion), and travel booking platforms

Key Traits

• Proactive and anticipatory mindset
• Strong attention to detail and follow-through
• Adaptable and able to thrive in a fast-paced environment
• Professional, discreet, and dependable

Benefits

• Food Allowance
• Government Benefits
• 13th Month pay
• Work Equipment
• Night Differential if applicable (10% of hourly rate)
• 20 Leaves (after 6 months)
• Holiday pay (200% on Regular holidays; 130% on Special holidays)
• Overtime pay (max of 10.25 hrs/day)
• Referral bonus (P10,000 if referral passed and stayed with the company for 3 months)
• HMO (after 6 months)

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