This is a remote position.
PERMANENT AU DAYSHIFT REMOTE/WFH PHILIPPINES
Job Description: Executive Assistant
Job Summary
We are seeking a highly organized proactive and resourceful Executive Assistant to provide high-level administrative and operational support to senior executives. The successful candidate will manage executive calendars coordinate meetings and travel prepare reports and presentations oversee communications and assist with business operations and special projects.
The ideal candidate is an exceptional multitasker with outstanding communication skills strong attention to detail and the ability to anticipate the needs of executives while maintaining confidentiality and professionalism.
Key Responsibilities
Executive Support
Manage complex calendars appointments and meeting schedules for senior executives.
Coordinate internal and external meetings including preparing agendas meeting packs and minutes.
Screen and prioritize emails phone calls and correspondence.
Draft professional emails reports presentations and business documents.
Manage executive travel arrangements accommodation and itineraries.
Track action items and ensure timely follow-up on key deliverables.
Administrative Management
Maintain organized filing systems for both digital and physical documents.
Prepare contracts proposals reports and confidential business correspondence.
Coordinate document approvals and signatures.
Manage office supplies and administrative resources where required.
Assist with expense reporting and reimbursement processes.
Project Coordination
Assist in planning and coordinating business projects and initiatives.
Monitor project timelines deliverables and milestones.
Coordinate with internal teams and external stakeholders to ensure project deadlines are met.
Prepare project status reports and executive summaries.
Support process improvement initiatives across the organization.
Business Development Support
Maintain CRM databases and client contact records.
Schedule client meetings and follow-up activities.
Assist with proposal preparation and presentation materials.
Coordinate networking events conferences and business development activities.
Track business opportunities and maintain sales pipeline updates.
Communication & Stakeholder Management
Serve as a key point of contact between executives and internal/external stakeholders.
Build and maintain strong relationships with clients suppliers and business partners.
Coordinate communication across departments.
Handle confidential and sensitive information with discretion.
Reporting & Data Management
Prepare weekly monthly and quarterly reports.
Compile business performance metrics and dashboards.
Conduct research and gather information for executive decision-making.
Analyze data and prepare presentations for management meetings.
Financial & Operational Support
Assist with budget tracking and expense management.
Coordinate invoice approvals and purchase orders.
Support finance with administrative tasks as required.
Assist in monitoring operational KPIs and business performance metrics.
HR & Office Support
Assist with onboarding and offboarding activities.
Coordinate staff training schedules and company events.
Maintain employee records and administrative documentation.
Support HR with recruitment scheduling and interview coordination.
Help manage company policies and compliance documentation.
Required Qualifications
Bachelors degree in Business Administration Management Communications or a related field (preferred).
Minimum of 25 years of experience as an Executive Assistant Personal Assistant Office Manager or similar administrative role.
Experience supporting C-level executives or senior leadership.
Excellent written and verbal communication skills.
Strong organizational planning and time management abilities.
High level of professionalism discretion and confidentiality.
Ability to prioritize competing tasks in a fast-paced environment.
Preferred Qualifications
Experience in construction engineering professional services or consulting industries.
Experience working in a remote or hybrid work environment.
Familiarity with CRM systems and project management software.
Experience supporting business development initiatives.
Technical Skills
Office & Productivity
Microsoft Office Suite (Word Excel PowerPoint Outlook)
Microsoft Teams
SharePoint
Google Workspace (Docs Sheets Drive)
Business Systems
CRM familiarity
Canva good to have efficiency
Administrative Skills
Calendar Management
Document Management
Travel Coordination
Meeting Coordination
Report Preparation
Data Entry
Expense Management
Key Competencies
Executive Support
Organizational & Time Management
Communication & Interpersonal Skills
Attention to Detail
Problem-Solving
Initiative & Proactiveness
Multitasking
Stakeholder Management
Project Coordination
Confidentiality & Integrity
Adaptability
Critical Thinking
Customer Service
Required Qualifications Bachelors degree in Business Administration Management Communications or a related field (preferred). Minimum of 25 years of experience as an Executive Assistant Personal Assistant Office Manager or similar administrative role. Experience supporting C-level executives or senior leadership. Excellent written and verbal communication skills. Strong organizational planning and time management abilities. High level of professionalism discretion and confidentiality. Ability to prioritize competing tasks in a fast-paced environment. Preferred Qualifications Experience in construction engineering professional services or consulting industries. Experience working in a remote or hybrid work environment. Familiarity with CRM systems and project management software. Experience supporting business development initiatives. Technical Skills Office & Productivity Microsoft Office Suite (Word Excel PowerPoint Outlook) Microsoft Teams SharePoint Google Workspace (Docs Sheets Drive) Business Systems CRM familiarity Canva good to have efficiency Administrative Skills Calendar Management Document Management Travel Coordination Meeting Coordination Report Preparation Data Entry Expense Management Key Competencies Executive Support Organizational & Time Management Communication & Interpersonal Skills Attention to Detail Problem-Solving Initiative & Proactiveness Multitasking Stakeholder Management Project Coordination Confidentiality & Integrity Adaptability Critical Thinking Customer Service
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