Reporting to: COO, CFO, and CPO
Job Description
The Executive Assistant provides high-level administrative and coordination support to the COO, CFO, and CPO to ensure the smooth execution of leadership priorities and day-to-day operations.
This role focuses on managing executive schedules, coordinating meetings and communications, preparing reports and presentations, and ensuring timely follow-through on tasks and action items. The Executive Assistant serves as a key administrative liaison between leadership and internal teams, helping maintain efficient communication and organization across departments.
The role requires strong organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment. By supporting executive operations and administrative workflows, the Executive Assistant helps leadership remain focused on business performance, client delivery, and organizational priorities.
Responsibilities
Executive & Administrative Support
- Manage complex calendars, schedules, and meeting coordination for the COO, CFO, and CPO.
- Prepare meeting agendas, briefing materials, and presentations for executive discussions.
- Record and track meeting minutes, action items, and follow-ups.
- Organize and maintain executive files, documents, and confidential records.
- Support executives in managing communications, correspondence, and document preparation.
Communication & Coordination
- Serve as a liaison between executives and internal teams to facilitate information flow.
- Coordinate communications with department leaders, staff, and external partners.
- Ensure executives receive timely updates and necessary information for meetings and decisions.
- Assist in drafting emails, internal announcements, and executive communications.
Meeting & Logistics Management
- Schedule internal and external meetings, leadership discussions, and cross-functional sessions.
- Coordinate meeting logistics, including venue, materials, virtual platforms, and documentation.
- Manage travel arrangements, itineraries, and expense tracking for executives when needed.
Executive Operations Support
- Track action items and ensure follow-through on leadership decisions.
- Assist with preparing reports, presentations, dashboards, and executive summaries.
- Maintain organized records of executive priorities, key initiatives, and important deadlines.
- Support executives with administrative coordination for major business initiatives.
Special Projects Support
- Provide administrative support for leadership initiatives and company projects.
- Assist in coordinating tasks across departments when required.
- Support data gathering, documentation, and reporting related to executive priorities.
- Perform ad hoc tasks and assignments requested by executive leadership.
Qualifications
The ideal candidate should have:
- A Bachelor's degree in Business, Management, Psychology, Finance, or a related field.
- At least 46 years of professional experience, preferably in executive support, administration, or operations coordination.
- Experience supporting senior leaders or executive teams.
- Strong organizational and time management skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- High level of professionalism and discretion in handling sensitive information.
- Strong attention to detail and ability to follow through on tasks and deadlines.
- Ability to coordinate with multiple stakeholders and departments.
- Proficiency with collaboration and productivity tools such as Slack, Zoom, Asana, Airtable, Salesforce, Google Workspace, or similar platforms.
- Candidates from Pampanga are preferred
Preferred Experience
- Experience supporting multiple executives simultaneously.
- Background in BPO, professional services, consulting, or fast-growing organizations.
- Experience preparing executive reports, presentations, or leadership meeting materials.
- Familiarity with project tracking tools and executive dashboards.
