The Executive Administrative Assistant provides high-level strategic and administrative support to the CEO, President, and senior leadership team. This role serves as a trusted partner, ensuring seamless execution of daily operations, optimizing executive productivity, and maintaining alignment across internal and external stakeholders.
This position requires exceptional organizational skills, sound judgment, discretion, and the ability to anticipate needs in a fast-paced, high-growth environment. The ideal candidate thrives under pressure, communicates with professionalism, and operates with a strong sense of ownership and initiative.
Key Responsibilities
Executive Partnership & Strategic Support
- Provide comprehensive administrative support to the CEO, President, and senior executives
- Act as a trusted liaison between executives, internal teams, and external stakeholders
- Build strong working relationships with leadership to understand priorities, preferences, and communication styles
- Represent executives with professionalism, discretion, and sound judgment
- Prepare correspondence, presentations, reports, and briefing materials for meetings and events
- Manage multiple executive inboxes, ensuring timely responses and follow-ups
- Track and follow up on key initiatives, action items, and open issues
- Support special projects and strategic initiatives as assigned
Calendar & Meeting Management
- Manage complex executive calendars, ensuring effective prioritization and alignment with business goals
- Schedule and coordinate meetings, including leadership sessions, board meetings, and cross-functional reviews
- Organize logistics such as conference rooms, catering, materials, and technology requirements
- Drive meeting cadence, including leadership meetings and quarterly business reviews
- Prepare agendas, capture meeting minutes, and track follow-up actions
Travel & Expense Management
- Coordinate end-to-end travel arrangements, including flights, accommodations, and transportation
- Develop detailed itineraries aligned with executive schedules and priorities
- Manage and submit expense reports using internal systems (e.g., Sage Paperless, E-Capture)
Office & Operations Coordination
- Serve as a point of contact for office management, communications, and coordination
- Support employee onboarding and offboarding processes in partnership with HR
- Ensure smooth day-to-day administrative operations across the organization
Board & Stakeholder Engagement
- Coordinate board and committee meetings, including scheduling, materials preparation, and logistics
- Prepare and distribute board packets, ensuring accuracy and completeness
- Record, finalize, and distribute meeting minutes and official documentation
- Maintain annual calendars for board and organizational milestones
- Support executive engagement with stakeholders, partners, and leadership groups
Event & Visitor Coordination
- Plan and coordinate executive-level events, including business dinners, offsites, and leadership meetings
- Manage end-to-end logistics for internal and external visitors
- Serve as host for executive meetings, ensuring a seamless and professional experience
Relationship Management & Collaboration
- Build and maintain strong relationships across teams, departments, and external partners
- Foster collaboration and ensure clear communication across all levels of the organization
- Support company culture by promoting professionalism, responsiveness, and teamwork
Qualifications
- 5–10+ years of experience as an Executive Assistant or in a similar high-level administrative role
- Proven experience supporting C-level executives in fast-paced or high-growth environments
- Strong expertise in calendar management, travel coordination, and executive support
- Experience working across cross-functional or matrixed organizations (preferred)
- Bachelor's degree (or equivalent experience) preferred
- Experience supporting board-level operations and governance processes
- Background in strategic project coordination or operations support
- Experience managing cross-border or multi-entity executive support
- Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word, SharePoint)
- Experience with collaboration tools such as Microsoft Teams
- Familiarity with expense management systems (e.g., Sage Paperless, E-Capture)
Perks
- Permanent Work From Home
- Leave Credits
- Monetary Allowance
- Annual Bonus
- Weekly Paychecks
- Fixed Weekends Off
- Thriving Company Culture with Complete Autonomy
- Exclusive Specialized Training Programs
- Unlock Your Potential with a Highly Competitive Salary
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Who are we
MedCore Solutions is the healthcare division of BizForce, dedicated to supporting U.S.-based healthcare clients through a skilled remote workforce in the Philippines. We specialize in connecting top clinical and administrative talent with reputable healthcare organizations, ensuring high-quality care delivery while providing rewarding work-from-home careers.
