About this role
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 commitmentsCoordinate business and personal appointments to create flow and reduce conflictsSend reminders and background context ahead of introductory meetingsProactively manage scheduling changes and adjust priorities as neededProvide building access instructions when guests are visiting the officeBook and coordinate reservations for breakfast, lunch, or dinner meetings, including calendar invitations with location and parking detailsTravel Management
Book flights, hotels, and ground transportation for business and occasional personal travelCreate organized and easy-to-follow travel itineraries, as well as inputting details into Outlook CalendarAnticipate potential travel disruptions and proactively manage changesOperations & Administrative Support
Track and organize documents, reports, and internal information in OneDrive, Excel, and NotionMaintain light accounting support including expense tracking, receipt management, and simple reconciliationsAssist with additional administrative or operational tasks as neededRequirements
Proven experience as an Executive Assistant, Executive Coordinator, or similar high-level support roleExceptional organizational, time management, and prioritization skillsExcellent written and verbal communication abilitiesAbility to manage both business and occasional personal tasks with discretionHigh level of professionalism, reliability, and confidentialityAbility to work a schedule aligned primarily with Pacific Standard Time (PST) and adapt to the executive’s travel schedule when neededStrong technical proficiency with tools such as Microsoft Office, Excel, OneDrive, project management tools (e.g., Notion), and travel booking platformsKey Traits
Proactive and anticipatory mindsetStrong attention to detail and follow-throughAdaptable and able to thrive in a fast-paced environmentProfessional, discreet, and dependableBenefits
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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