Company Name:HACKTIV COLAB INC.
Position Title: Executive Assistant
Department / Functional Area: Operations
Reports to:CEO, CFO
Level: Rank and File
Salary:P20,000.00 - P25,000.00 Monthly
Work Location: BGC, Taguig
Position Objective:
The Executive Assistant provides high-level administrative and operational support to the executive team. This role is critical in ensuring the smooth and efficient functioning of the executive office through effective calendar management, coordination, communication, and administrative support.
The ideal candidate is highly organized, proactive, detail-oriented, and able to handle confidential information with professionalism and discretion.
Roles and Responsibilities
1. Calendar and Schedule Management
- Manage andmaintainthe executive's calendar, including scheduling meetings, appointments, and events.
- Prioritize appointments and resolve scheduling conflicts.
- Send reminders and ensure the executive is well-prepared for all engagements.
2. Communication Management
- Serve as a liaison between the executive and internal/external stakeholders.
- Screen, prioritize, and respond to calls, emails, and messages on behalf of the executive whenappropriate.
- Ensure timely and professional communication at all times.
3. Meeting Coordination
- Arrange and coordinate meetings, includinglogistics, venue, and virtual setups.
- Prepare meeting agendas, presentations, and materials.
- Take minutes whenrequiredandmonitorfollow-through onaction items.
4. Document and Presentation Preparation
- Prepare, edit, and format reports, presentations, and correspondence.
- Ensure documents areaccurate, well-presented, and handled confidentially.
5. Travel and Logistics
- Arrange domestic and international travel,accommodations, and transportation.
- Prepare detailed itineraries and travel requirements.
6. Expense and Administrative Support
- Monitor and record executive expenses.
- Prepare expense reports and coordinate reimbursements.
- Provide general administrative support as needed.
7. Office Coordination
- Maintain an organized and efficient executive office environment.
- Monitor and replenish office supplies when necessary.
8. Special Projects and Research
- Support the executive in special projects, research tasks, and data gathering.
- Compile information and provide summaries toaiddecision-making.
9. Confidentiality and Professionalism
- Handle sensitive information with strict confidentiality.
- Demonstrate professionalism, tact, and discretion in all interactions.
10. Relationship Management
- Build andmaintainprofessional relationships with clients, partners, and internal teams.
- Represent the executive's office in a professional manner.
Qualifications
- Bachelor's degree in Business Administration, Communications, or a related field preferred.
- At least two (2) years of proven experience as an Executive Assistant or in a related administrative role supporting senior leaders.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting tools.
- Ability to multitask, prioritize, and work under pressure.
- High levelof professionalism, integrity, and discretion.
- Strong attention to detail and problem-solving skills.
- Familiarity with office management practices and basic administrative processes.
