The Executive Assistant plays a pivotal role in providing high-level administrative, operational, and day-to-day support to a C-Suite Executive. The role requires a high level of organization, service orientation, discretion, professionalism, and adaptability, with the ability to anticipate needs and ensure that the Executive's schedules, engagements, travel, and other requirements are seamlessly coordinated.
We particularly welcome candidates with experience in the hospitality or airline industry, especially those from established hotels, resorts, airlines, or other premium service environments. Experience in guest relations, guest experience, VIP services, front office, duty management, concierge, executive lounge, passenger services, or similar high-touch service roles is highly relevant. Prior Executive Assistant experience is also an advantage.
Critical Duties & Responsibilities include:
- Calendar and Schedule Management – Efficiently manages the Executive's calendar, schedules appointments, coordinates meetings, and ensures that the Executive is well-prepared and on time for all engagements.
- Gatekeeping, Communication, and Correspondence – Acts as a primary point of contact for internal and external stakeholders, screening and managing requests, calls, emails, and other forms of communication.
- Travel Arrangements – Plans and organizes travel arrangements, including flights, accommodations, transportation, and itineraries for the Executive and other executives, as needed.
- Meeting and Events Coordination – Coordinates meeting and event requirements, including conducting advance preparations and site checks to ensure arrangements are in place and engagements run smoothly. Assists in preparing meeting materials, agendas, presentations, and other requirements as needed.
- Relationship Management – Builds and maintains relationships with key internal and external stakeholders, including clients, partners, board members, and other executives, and liaises with them on behalf of the Executive.
- Information Management – Manages confidential files, documents, and records with a high level of efficiency, discretion, and confidentiality.
- Executive and Administrative Support – Provides overall support to the Executive in day-to-day activities, anticipates needs, and ensures that the necessary resources and information are readily available. Also assists with general administrative tasks, including expense management, budget tracking, office supply management, and other ad hoc administrative duties as required.
The successful candidate must possess the following qualifications and qualities:
- Strong commitment to excellence and service orientation
- Highly proficient in planning, organizing, execution, and attention to detail
- Exceptional communication and relationship-building skills and the ability to effectively relate with a wide range of stakeholders
- A strong work ethic, professionalism, discretion, and confidentiality
- Proactive, adaptable, flexible, and willing to go the extra mile
- High emotional intelligence: one can navigate sensitive situations with empathy and tact, builds rapport and trust easily across all levels of the organization, and has the ability to adjust one's communication and relational style in accordance with the situation.
Work Arrangement and Schedule – The role is based in Oakridge Business Park, Mandaue City, Cebu, and will follow the Executive's work schedule and requirements.
If you have substantial experience as an executive assistant and are looking for a challenging career in a dynamic setting with commensurate rewards, we strongly encourage you to apply with us.
Please note that only qualified candidates will be contacted and invited to the interview process.
