Total 22 Senior Executive admin assistant job vacancies in Quezon City, National Capital Region, Philippines

Key Responsibilities:

Executive Assistant Duties:

1. Administrative and Operational Support:
   • Manage the executive’s calendar, organize meetings, and prioritize commitments.
   • Prepare and manage reports, presentations, and documentation for internal and client-facing reviews.
   • Handle executive correspondence, ensuring timely communication with internal teams and global stakeholders.
2. Travel and Expense Management:
   • Coordinate complex travel arrangements (local and international) as needed.
   • Prepare and submit expense reports in compliance with company policies.
3. Leadership Team Support:
   • Organize leadership meetings, prepare agendas, and document action items.
   • Plan and support internal events such as team town halls or operational reviews.

PMO Responsibilities:

1. Project Management Support:
   • Assist in planning, monitoring, and tracking strategic projects across operations, HR, and client accounts.
   • Provide updates, risk assessments, and mitigation strategies to leadership.
   • Support the implementation of continuous improvement initiatives aligned with client SLAs and KPIs.
2. Reporting and Documentation:
   • Maintain accurate and up-to-date project documentation, including charters, risk logs, and project roadmaps.
   • Prepare weekly or monthly dashboards for executive and client reporting.
3. Stakeholder Engagement:
   • Coordinate with internal teams, clients, and cross-functional departments to ensure alignment on project goals.
   • Organize and facilitate regular updates with project stakeholders.
4. Process and Workflow Optimization:
   • Support initiatives to enhance efficiency across operations, client servicing, and back-office processes.

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.

• Primary support for the West Offices
  • Including all the associated assigned tasks
  • Office spreadsheet data (Teams)
  • Act as liaison between FM and landlords re: payments, etc.
  • Supplier onboarding process
  • Supplier invoicing and follow-up
  • PO creation as needed
• Occupancy Reporting for West
  • Review and distribute weekly West Occupancy Report
• Sustainability Reporting for West
  • Data collection site utility invoices for the West offices and enter into the West Region spreadsheet
• Parking and Storage for all West Offices
  • Data collection of site parking and storage costs and enter in the West Region spreadsheet
  • Submit ZAP forms
• Iron Mountain for Americas
  • Code and/or ensure all invoices are set up with proper regional PO number in Coupa and process via Coupa
• Safety Incident Reporting
  • Maintain the Safety Incident Reporting spreadsheet on a monthly basis for the RFM’s to enter follow up notes

I. Description

Work Arrangement: Fully remote, overlapping EST working hours

Job Type: Full-time

Work Schedule: 40 hours per week, with core hours between 9 AM – 5 PM EST

Locations: Remote, open to candidates in the Philippines

About Pearl Talent:

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Why Work with Us?

We mean what we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 month, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

About the Company:

The company is an innovative provider of AI-driven business solutions, dedicated to helping organizations leverage AI as a repeatable advantage for industry success. With a focus on integrity, excellence, and a culture of continuous improvement, they foster an environment that values curiosity, collaboration, and the empowerment of talent to drive meaningful outcomes.

Role Overview:

The Executive Assistant role focuses on providing organizational, administrative, and project management support to the leadership team. The position involves helping with scheduling, communications, and various strategic initiatives to ensure effective coordination and smooth operations across different projects. The role is central to maintaining productivity, organization, and progress within the company.

Your Impact:

The Executive Assistant will play a key role in ensuring that the leadership team functions efficiently by managing day-to-day activities and maintaining smooth workflows. By organizing meetings, booking travel, managing communication, and assisting in strategic initiatives, this role directly contributes to the effectiveness of the leadership team and the seamless execution of company projects.

Key Responsibilities:

1. Administrative Coordination

• Organize meetings, including scheduling, sending reminders, and arranging catering when needed.
• Book travel arrangements for the team.
• Write, edit, and prepare communications, including emails, memos, and drafts.

2. Project Management

• Assist in managing strategic initiatives such as event preparation and knowledge management.
• Support leadership in preparation for speaking engagements and internal projects.

3.General Support

• Manage data entry tasks.
• Provide general organizational support to the leadership team as needed.
• Act as a key point of contact for various workstreams and initiatives.

Immediate Tasks Anticipated for the Candidate to Fully Own on Week 1:

• Manage the leadership team’s schedule and calendar, handling any conflicts or rescheduling with precision.
• Begin organizing internal and external meetings, ensuring agendas, meeting minutes, and follow-ups are in place.
• Coordinate travel logistics for upcoming events or business trips.
• Start managing communication channels and drafting responses to emails or inquiries.
• Familiarize themselves with Company’s tools and platforms, including Slack, G-suite, Salesforce, Notion, and Airtable.

Must-Have:

• Knowledge with AI Tools: AI tools such as ChatGPT to streamline workflows and enhance communication.
• Experience with Project Management Software: Experienced in organizing and tracking projects using tools like Airtable, Loom, and Miro for efficient task management.
• Presentation Platform Skills: Proficient in creating impactful presentations with platforms like Pitch to convey ideas effectively.
• Strong Organizational Skills: Highly organized, with a demonstrated ability to manage multiple tasks and workstreams effectively.
• Exceptional Interpersonal Skills: A collaborative team player with a strong passion for teamwork and fostering a cooperative work environment.
• Process Improvement Mindset: Proactively identifies and implements improvements to optimize processes beyond established protocols.
• Digital Tool Proficiency: Comfortable with a variety of digital tools, including Slack, G-Suite, Salesforce, Notion, and Calendly.

Nice-to-Have:

• Startup or Senior Leadership Experience: Background in fast-paced startup environments or experience working directly with senior leadership to drive impactful initiatives.

Compensation Package:

• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Health Coverage: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. 30 minute Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl.

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.

• Closely coordinate with the executives in maintaining their diaries. This should be aligned to the executive's preferences, priorities, leniencies, and limits, to create a proper balance between commitments.
• To work closely with the executive in terms of structuring and proper prioritization of the day-to-day administrative activities including key events, travel plans, and other action items.
• Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and database in response to and in anticipation of executive's needs
• Able to arrange domestic and international travels (Airline, Hotel, Car Rentals, Train Tickets)
• Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups
• Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies
• Prepare and coordinate presentations
• Assist in the staging of virtual and in-person events
• Able to oversee correspondences for the executive by identifying important emails and sorting based on priorities by assigning some rules
• Prepare and submit Executive’s expense reports aligned with service level agreements
• Conduct research - data gathering in a particular field or industry to generate valuable insights
• Prepare and process expenses and invoices for payment
• Process purchase requests, purchase orders, invoice coding, vendor setup, and conduct accounts payable coordination
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
• Assist in office activities such as Friday night events, birthdays, and other office activities needing support that can be done remotely.
• Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters.
• Perform and accomplish the responsibilities listed above with moderate guidance of Team Lead.
• Perform other related projects and duties as assigned.

Work Arrangement: Fully remote, EST working hours

Job Type: Full-time

Salary Range: Up to $1,600 per month, based on experience, with performance-based bonuses

Work Schedule: 40 hours / week, Monday to Friday, 9 AM - 5 PM EST

About Pearl Talent:

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Why Work with Us?

We mean what we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 month, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

About the Company:

A US-based mission-driven company, AI-powered healthcare company focused on improving early detection of chronic diseases like diabetes and kidney disease. We empower healthcare providers with data-driven insights to ensure better patient outcomes, especially for underserved populations. We value innovation, agility, and a commitment to advancing healthcare.

Role Overview:

This role primarily focuses on sales and marketing support, with responsibilities such as identifying stakeholders, managing databases, and assisting in sales development. Basic marketing support includes maintaining social media presence and assisting with LinkedIn outreach for events. Additionally, the role involves conducting healthcare and market research to inform outreach strategies.

Your Impact:

Your efforts will directly contribute to the company’s success by ensuring client satisfaction, healthcare providers with data-driven insights to ensure better patient outcomes, especially for underserved populations. We value innovation, agility, and a commitment to advancing healthcare.

Key Responsibilities:

1. Sales & Marketing Support

• Identify and manage stakeholders within healthcare systems, maintaining an organized database.
• Use CRM tools (like Monday) to track sales interactions and opportunities.
• Assist with sales outreach and lead generation from day one, supporting demo and deck creation.

2. Basic Marketing & Outreach

• Help manage the company’s social media presence (LinkedIn, Threads, Instagram, TikTok) with occasional posts and simple graphics.
• Support LinkedIn outreach for events, conferences, and company campaigns.
• Coordinate marketing efforts to boost engagement and attendance at industry events.

3. Healthcare & Market Research

• Conduct research on healthcare trends, competitors, and EMR systems to inform sales and outreach strategies.
• Assist in gathering and analyzing data to improve stakeholder engagement.
• Support administrative tasks related to organizing research and market insights.

Week 1 Focus:

• Onboard and become familiar with the team and tools.
• Clean up and organize the stakeholder database.
• Conduct LinkedIn outreach for upcoming conferences.
• Start initial research on healthcare trends, especially around EMR systems.

Must-Have:

• Fluent in English with excellent written and verbal communication skills
• Experience in healthcare or a good understanding of the industry.
• Familiarity with EMRs is a plus.
• SDR or sales background preferred but not required.
• Marketing background preferred but not required.

• Competitive Salary: Up to $1,600 per month, based on experience and skills

• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Health Coverage: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. 30 minute Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl.

Salary: P60,000 to P70,000 (Monthly Package)

Schedule: Monday – Friday  (09:00 AM - 06:00 PM EST)

What are we looking for?

Skills Required:

• 3+ years of proven experience as an Executive Assistant or similar role
• Able to support 2 or more C-Level executives simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks effectively.
• High level of professionalism and confidentiality.
• Strong organizational and time management skills
• Good communication and interpersonal abilities
• Ability to work independently and remotely

What will you do?

• Monitor and organize the executive team’s inboxes, ensuring all emails are categorized, flagged, and prioritized appropriately.
• Draft, proofread, and send professional emails on behalf of the executive team, maintaining a consistent tone and style.
• Respond to routine inquiries, redirecting emails to the appropriate team members when necessary.
• Develop and implement email templates for repetitive responses to streamline communication.
• Set up automated rules and filters to manage the executive team’s inboxes efficiently, reducing clutter and highlighting critical messages.
• Perform data entry tasks, including updating spreadsheets, managing contact lists, and maintaining databases with accurate and up-to-date information.
• Prepare and format documents, reports, and presentations, ensuring they meet the company’s standards for accuracy and presentation.
• Manage the executive team’s calendar by scheduling meetings, appointments, and calls, taking into account time zones and prioritizing engagements.
• Coordinate travel arrangements, including booking flights, hotels, and transportation, while preparing detailed itineraries.
• Organize digital files, creating a systematic filing system that ensures quick retrieval of documents when needed.
• Assist in the creation of standard operating procedures (SOPs) for recurring administrative tasks to ensure consistency and efficiency.
• Conduct thorough research on a variety of topics related to secured debt, market trends, potential investment opportunities, and industry best practices.
• Gather and analyze data from multiple sources, compiling findings into comprehensive reports that offer actionable insights.
• Stay informed on the latest developments in the finance and investment sectors, providing the executive team with regular updates and summaries.
• Investigate potential business partners, vendors, and service providers, evaluating their credibility, reputation, and fit for the company.
• Research and recommend tools, software, and technologies that can enhance the executive team’s productivity and streamline business processes.
• Track and manage the progress of ongoing projects, ensuring deadlines are met and tasks are completed to the executive team’s satisfaction.
• Liaise with internal teams and external partners to gather necessary information, follow up on outstanding tasks, and ensure alignment with the executive team’s priorities.
• Set up reminders and alerts for key milestones and deliverables, ensuring nothing falls through the cracks.
• Maintain a task management system to organize the executive team’s workload, delegating tasks when appropriate and tracking their completion.
• Act as the primary point of contact for all communications directed to the executive team, handling phone calls, messages, and inquiries with professionalism and discretion.
• Draft internal communications, memos, and announcements on behalf of the executive team, ensuring clarity and consistency in messaging.
• Coordinate and manage virtual meetings, including setting up video conferencing links, preparing agendas, and distributing meeting notes.
• Facilitate communication between the executive team and other members, ensuring information flows smoothly and any issues are promptly addressed.
• Handle sensitive and confidential information with the utmost discretion, maintaining the executive team’s trust and confidence.

Join the awesome team and enjoy these benefits & perks:

• Work from home
• Medical, Dental Coverage and Life insurance from day 1 of employment
• Paid Vacation and Sick Leave (with Quarterly Sick Leave Conversion)
• Competitive salary package and annual appraisal
• Financial Assistance Program
• Mandatory Government Benefits and 13th Month Pay
• Complimentary Sleeping Quarters, Coffee at no cost
• Complimentary Office Fitness and Wellness Facilities at no cost
• Regular Company Events, Work Life Balance, and Career growth opportunities
• Accessible location at the heart of Metro Manila --- the Mega Tower, EDSA

JOIN CONNECTOS NOW!

ConnectOS is certified as a Great Place to Work and is a top-rated Philippines employer of choice.

Our Client was established in 2009, for the purpose of purchasing distressed commercial real estate loans and properties across the United States. Since inception, our Client has acquired and actively managed over 80 assets, across 22 states and multiple property types. Our Client administers two investment funds and several separately managed accounts. To date, they has realized an average Gross IRR of ~25% on its investments.

#ConnectOS #ConnectOSCareers #TeamConnectOS

Equal Employment Statement

Employment decisions at ConnectOS will be conducted without consideration of factors such as age’, race, color, religion, gender, disability status, sexual orientation, gender identity or expression, genetic information, and marital status. ConnectOS ensures the full confidentiality of the data it processes.

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and liaising with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively and display professionalism, resourcefulness, and the highest degree of confidentiality.

• Closely coordinate with the executives to maintain their diaries. This should be aligned to the executive's preferences, priorities, leniencies, and limits, to create a proper balance between commitments.
• To work closely with the executive in terms of structuring and proper prioritization of the day-to-day administrative activities including key events, travel plans, and other action items.
• Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and databases in response to and in anticipation of executive's needs
• Able to arrange domestic and international travel (Airline, Hotel, Car Rentals, Train Tickets)
• Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups
• Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies
• Prepare and coordinate presentations
• Assist in the staging of virtual and in-person events
• Able to oversee correspondences for the executive by identifying important emails and sorting based on priorities by assigning some rules
• Prepare and submit the Executive’s expense reports aligned with service-level agreements
• Conduct research - data gathering in a particular field or industry to generate valuable insights
• Prepare and process expenses and invoices for payment
• Process purchase requests, purchase orders, invoice coding, vendor setup, and conduct accounts payable coordination
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
• Assist in office activities such as Friday night events, birthdays, and other office activities needing support that can be done remotely.
• Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters.
• Perform and accomplish the responsibilities listed above with moderate guidance from the Team Lead.
• Perform other related projects and duties as assigned.

ABOUT US

BSA Solutions provides talent outsourcing services to small and medium-sized businesses. We offer global businesses access to highly skilled professionals from the Philippines and Malaysia, enabling businesses to build their offshore dream teams. Our vision is to be the place where the bright minds meet to build a community of successful companies. We help talents chart their professional careers and allow our clients to focus on strategic and high-level tasks while we care for their talent management needs. We pride ourselves on delivering exceptional results through our personalized services and our in-depth knowledge of the markets we serve.

ABOUT THE ROLE

The Marketing & Executive Coordination is responsible for driving marketing initiatives, coordinating campaigns, and supporting the marketing department in day-to-day activities. This role also includes providing high-level administrative support to the Sales & Marketing Director, ensuring smooth operations and effective time management. The primary focus is on marketing coordination, with supplementary responsibilities as an executive assistant.

What's in it for you? 

• Full-time, permanent position with a day-shift schedule so you can maintain a healthy work-life balance.
• Office-based in vibrant Cebu City, offering a modern collaborative work environment.
• Opportunity to work with cutting-edge financial tools and systems, enhancing your skills and expertise.
• Be part of a culture of equity, diversity, and inclusion, where you can showcase your unique talents.
• Grow and develop your career with us through our technical and professional development programs.
• Competitive Salary Package (between 35K – 40K) + generous benefits + personalized learning and development. 

This role has been specifically designed to align with the aspirations and talents like you. 

This is a full-time, office-based role in Cebu City. To start in September 2024.

Join us and connect and collaborate with the best minds, building a community of successful companies. 

Marketing Coordination:

• Develop the marketing plan, organizing ideas from your manager and the team into actionable strategies.
• Oversee the execution of the marketing plan, ensuring timely delivery of all initiatives.
• Coordinate with internal teams and external vendors to implement marketing campaigns across various channels.
• Manage the company’s digital presence, including the website and social media platforms.
• Support content creation, including copywriting, graphics, and multimedia.
• Conduct market research to inform and refine sales & marketing strategies.
• Lead the marketing and lead generation team to meet monthly targets.

Executive Assistant:

Administrative & Communication Support:

• Manage calendar’s, including scheduling meetings, appointments, and travel.
• Handle correspondence, phone calls, memos, newsletters and emails on behalf of the Sales & Marketing Manager, while facilitating internal communications and acting as a liaison with departments and external clients.
• Manage and follow up on tasks to ensure timely completion and adherence to deadlines.
• Manage confidential files, ensuring discretion and confidentiality in all communications and document handling.
• Drafting and sending out internal communications, such as memos and newsletters.
• Assist with managing the budget by processing invoices, tracking expenses, and ensuring expenditures align with budget allocations while addressing any financial discrepancies.

Sales Support:

• Prepare, edit, and distribute documents, reports, presentations, sales materials, proposals,  contracts and the like.
• Assist with the maintenance of customer databases, CRM systems, and sales records.
• Coordinate with the sales team to track targets, KPIs, performance metrics, and analyze data for growth opportunities.
• Facilitate communication within the sales team, ensuring smooth information flow and maintaining high standards of customer service.

Event and Project Coordination:

• Organize and coordinate sales meetings, conferences, and events, including logistics and material preparation.
• Support key project management tasks such as setting timelines, coordinating efforts, and tracking project progress.

Continuous Improvement:

• Process Standardization and Improvement: Assist with developing, documenting, implementing, enforcing, reviewing and updating SOPs to ensure consistent and standardized practices. Continuously reviewing and updating SOPs based on lessons learned and contribute to the ongoing enhancement of Walmay’s methodologies.
• Training and Onboarding: Assist with conducting training sessions and onboarding new team members to ensure understanding and adherence to established SOPs as required.

Associated Duties

• Undertake other duties which are appropriate to the level of the position, as directed by your Manager
• Act in accordance with and strive to meet the company vision, purpose, core values, virtues, policies, procedures, regulations, and legal requirements.

• Excellent verbal and written communication skills
• Strong organizational and time management abilities
• Proficiency in Microsoft Office Suite
• Experience with social media platforms and content creation
• Basic understanding of graphic design principles
• Familiarity with ODOO and Gympie Docs is a plus
• Copywriting experience and a background in working with Australian clients are advantageous

BSA Solutions, Inc. emphasizes in:

• Providing you with competitive compensation and benefits that exceed market standards and the Labor Law.
• Ensuring your health and well-being with a comprehensive and generous HMO benefits package for you and one dependent from the start date, a 24/7 employee assistance program, mental health assistance with licensed practitioners, and in-house fitness and wellness programs.
• Encouraging you to take ownership of your choices and be accountable for your personal growth, happiness, and success.
• Challenging your status quo, pushing your boundaries for you to embrace your potential and pursue greatness.
• Building supportive and inclusive communities that inspire and uplift each other, fostering a sense of belonging and connection among its employees and the wider local communities.
• Encouraging you to be authentic, be true to yourself, embrace your uniqueness, and live a fulfilling and purpose-driven life.
• Promoting a growth mindset and a commitment to lifelong learning and encouraging you to seek knowledge, explore new experiences, and embrace challenges as opportunities for personal and professional development.
• Encourages you to appreciate each moment and find balance in your lives, being fully present, cultivating mindfulness, and finding joy in the present.
• Encouraging you to set clear intentions, align your actions with your values, and make conscious choices that contribute to your overall well-being and happiness.

Join us and connect and collaborate with bright minds. Be part of a culture of equity, diversity, and inclusion, where you can showcase your unique talents and expertise to create successful outcomes for you, the client, and the company. All qualified applicants will receive consideration for employment without regard to gender, gender identity/orientation, race, colour, religion, origin, or other characteristics.

Salary: P465 - P520 per Hour

Schedule: Monday and Friday only (4 hours a day)

What are we looking for?

Skills Required:

• Bachelor’s degree in Business Administration, Management, or related field preferred.
• Minimum of 3 years of experience as an executive assistant or in a similar role, for executive level personnel in a virtual setup
• Able to support 2 or more C-Level executives simultaneously.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks effectively.
• High level of professionalism and confidentiality.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Ability to work in a fast-paced environment and manage multiple projects simultaneously.

What will you do?

• Administrative Support:
• Manage and maintain the CEO's and COO's calendars, including scheduling meetings, appointments, and travel arrangements.

• Coordinate and manage logistics for meetings, conferences, and events.

• Prepare and edit correspondence, reports, presentations, and other documents as needed.

• Meeting Coordination:
• Organize and prepare agendas, materials, and minutes for executive meetings.

• Ensure that the CEO and COO are well-prepared for meetings by providing relevant information and documentation.

• Follow up on action items and deadlines from meetings to ensure timely completion.

• Travel Coordination:
• Plan and coordinate domestic and international travel itineraries, including flights, accommodations, transportation, and visas.

• Prepare door to door travel itineraries

• Prepare travel expense reports and ensure timely reimbursement.

• Project Management:
• Assist with special projects assigned by CEO / COO

• Conduct research and gather information to support decision-making and strategic planning

JOIN CONNECTOS NOW!

ConnectOS is certified as a Great Place to Work and is a top-rated Philippines employer of choice.

Our Client evaluates and enhances refinery assets with strong fundamentals by implementing strategic improvements in gross refinery margin capture, operational performance, energy intensity, operational availability, non-energy cash operating cost, and health safety performance. The company’s goal is to drive best-in-class operational performance, ensuring competitiveness within the industry. They identifies and seizes opportunities for decarbonization investments while aligning with its focus on environmental stewardship.

#ConnectOS #ConnectOSCareers #TeamConnectOS

Equal Employment Statement

Employment decisions at ConnectOS will be conducted without consideration of factors such as age’, race, color, religion, gender, disability status, sexual orientation, gender identity or expression, genetic information, and marital status. ConnectOS ensures the full confidentiality of the data it processes.

JOB SUMMARY:

The Executive Assistant is a key administrative professional who supports the Head of Global Client Delivery – Philippines and will be the point of first contact for executives, managing their schedules, coordinating meetings, and handling correspondence.

As an indispensable asset to executives, they help maintain operational efficiencies, coordinate logistics, and facilitate communication across different departments.

This role demands high professionalism and flexibility, as Executive Assistants will interact with internal and external stakeholders, including other employees, clients, and partners. while maintaining the confidentiality of high-level systems and operations

ROLE AND RESPONSIBILITIES:

• Schedule and coordinate meetings, appointments, and travel arrangements for the executive team.
• Prepare and distribute meeting agendas, summaries, and minutes to ensure effective communication and follow-up.
• Assist with project management tasks, such as tracking deadlines, coordinating resources, and monitoring progress.
• Conduct research and collect/analyze data to support decision-making and provide valuable insights.
• Prepare and edit correspondence, reports, presentations, and other documents as needed, ensuring accuracy and professionalism.
• Maintain databases and records, ensuring they are comprehensive, up-to-date, and easily accessible.
• Manage and prioritize daily workload, effectively balancing multiple tasks and deadlines.
• Handle confidential information with discretion and maintain a high level of professionalism and integrity.
• Perform general administrative tasks, such as answering calls, responding to emails, and organizing files.
• Troubleshoot and resolve office-related issues to maintain a smooth workflow and productivity.
• Provide excellent customer service to internal and external stakeholders, fostering positive relationships and enhancing the overall experience.
• Foster a sense of teamwork and collaboration by promoting open communication and supporting the executive team's needs.

• Will provide direct, day-to-day support to the CU Head and other selected leaders within her broader team
• Will be responsible for performing a range of administrative duties, coordinating schedules, travel and events and helping prepare important documents and reports for executives.
• Perform daily administrative activities effectively
• Collaborate with the entire business functions and external partners
• Assists on special projects, events or similar initiatives
• Produces reports, presentations, executive briefs, and other executive materials that support business efforts
• Develops and carries out an efficient documentation and filing system e.g: project documents, such as proposals, contracts, and invoices etc.
• Plans and schedules the meetings with the Leaders and other team members, making travel arrangements as needed, and maintaining meeting notes
• Maintains executives’ calendar and arranges meetings and appointments, and participate in other business activities
• Manages travel arrangements, including booking flights and hotels, arranging transportation, and handling baggage
• Creates Purchase Orders and perform service entry in the system for business teams
• Supports business teams in organizing/managing workshops, trainings, conferences, business meetings, product launch events
• Drafts correspondence, reports, and other documents for clients and internal staff members
• Assists in onboarding of new staff / inbound transferee on admin related matters
• Undertakes the tasks of receiving calls, take messages and routing correspondence
• Handles requests and queries appropriately
• Handle daily transactions for operations with high accuracy
• Prepare correspondence, documents and reports
• Serve on committees and teams to support and collaborate with stakeholders (on site and with our teams
• Perform other duties assigned by the CU Head
• Support Continuous Improvement activities around Safety, Quality, and productivity

The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and serving as a liaison with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, resourcefulness, and the highest degree of confidentiality.

• Maintain diaries within the Executive’s preferences, applying understanding of the executive’s priorities, leniencies, and limits – helping him/her create a proper balance between commitments
• Facilitate and manage the Executive’s accessibility and open lines of communication with internal and external networks
• Provide structure and proper prioritization of day-to-day administrative activities including key events, travel, and action items
• Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and database in response to and in anticipation of executive's needs
• Prepare and coordinate presentations
• Drive and assist the staging of virtual and in-person events
• Arrange domestic and international travel
• Manage correspondence for and on behalf the executive
• Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups
• Prepare and submit Executive’s expense reports aligned with service level agreements
• Conduct research
• Prepare and process departmental expenses and invoices for payment
• Process purchase requests, purchase orders, invoice coding, vendor setup, and conduct accounts payable coordination
• Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies
• Collaborate closely with peers to understand and enhance the value of the EA role

Perform other related projects and duties as assigned

OBJECTIVES & RESPONSIBILITIES OF THE JOB:

• Manage scheduling for company executive(s)
• Draft, review, and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for company executive(s).

ABOUT US

BSA Solutions offers talent outsourcing services to small and medium-sized businesses. We provide access to highly skilled professionals, enabling global businesses to build their dream teams in the Philippines and Malaysia. Our vision is to create a community of successful companies where talented individuals can meet and collaborate. We encourage our talents to push their limits, embrace their potential, and passionately pursue greatness. We pride ourselves on delivering exceptional results to our clients through our personalised service and our in-depth knowledge of the markets we serve. 

HEADLINE

Are you looking for an exciting opportunity to be an integral part of a cutting-edge AI technology company? We are searching for a talented individual to join our team in a multi-task role working for senior management. If so, we have an exciting opportunity for you.  

We are seeking an EXECUTIVE ASSISTANT to o be part of a groundbreaking company in the software industry from Amsterdam, The Netherlands, committed to transforming how software is created. Their projects span across enterprise, government, and various industrial sectors.   

What's in it for you: 

• Work on cutting-edge AI technology and be part of a collaborative and forward-thinking team.   
• Personalised development program.   
• Work alongside talented professionals in a rapidly evolving industry. 

This is a full-time role, Monday to Friday, Flexible Shift. 

This is an office-based position in central Cebu City. 

The expected start date is March 2024. 

ABOUT THE ROLE

This EXECUTIVE ASSISTANT role is a multi-task role. You will manage the CEO's schedule, coordinate high-level meetings, and ensure efficient communication with internal and external stakeholders. This is not your typical administrative role – you will have a front-row seat in the decision-making process, contribute to strategic initiatives, and have a real impact on the company's success. The role demands a self-motivated, proactive individual with a strong work ethic, adaptability, and a passion for emerging technologies.  

RESPONSIBILITIES

• Coordinate the preparation of meeting minutes, confirm venue and restaurant bookings, dietaries, and accommodation, and assist with the preparation and circulation of the agenda.  
• Act as a liaison between the CEO and various stakeholders, including board members, executives, consultants, clients, and employees, ensuring seamless communication and confidentiality.   
• Coordinate and schedule travel arrangements, both domestic and international travels.  
• Manage the CEO’s expenses and reimbursement, liaising with the Finance team.   

• Manage the CEO's email inbox, filtering and prioritising messages, drafting appropriate responses, highlighting key points, and providing concise summaries for quick decision-making and ensuring timely follow-up on critical matters.   
• Proactively manage the CEO's complex and ever-changing daily diary, ensuring effective time management and prioritisation of commitments.    
• Conduct research, compile data, and prepare materials to support the CEO's decision-making process.   
• Prepare and edit correspondence, reports, presentations, and other business documents with a keen eye for detail and exceptional writing skills.   
• Manage the CEO's subscriptions and memberships, including monitoring renewal dates, coordinating payment processes, and ensuring the CEO's access to relevant resources and benefits.   
• Prepare reports, presentations, and other documents as required. 
• Maintain organised files and document management systems. 
• Collaborate with cross-functional teams to support project implementation and execution. 

• Bachelor’s degree in Business Administration or similar. 
• At least three (3) years in a similar role, preferably in a technology industry. 
• Exceptional attention to detail and accuracy. 
• Strong organisational and time management skills, with the ability to prioritise and meet deadlines. 
• Excellent verbal and written English and interpersonal skills to interact with senior management effectively.  
• Proficiency in using productivity tools like Microsoft Office Suite, Google Suite, and CRM software. 
• Ability to handle confidential and sensitive information with discretion. 
• Demonstrated problem-solving and decision-making abilities. 
• Flexible and adaptable to changing priorities and a fast-paced environment. 
• Ability to work independently and collaboratively as part of a team in a fast-paced, complex, process-driven industry environment. 
• Strong sense of accountability and reliability to produce quality output in line with internal processes. 

• High level of discretion and professionalism when handling sensitive financial information. 

BSA Solutions, Inc. emphasises in: 

• Providing you with competitive compensation and benefits that exceed market standards and the Labor Law. 
• Ensuring your health and well-being with a comprehensive and generous HMO benefits package for you and one dependent from the start date, a 24/7 employee assistance program, mental health assistance with licensed practitioners, and in-house fitness and wellness programs. 
• Encouraging you to take ownership of your choices and be accountable for your personal growth, happiness, and success. 
• Challenging your status quo, pushing your boundaries for you to embrace your potential and pursue greatness. 
• Building supportive and inclusive communities that inspire and uplift each other, fostering a sense of belonging and connection among its employees and the wider local communities. 
• Encouraging you to be authentic, be true to yourself, embrace your uniqueness, and live a fulfilling and purpose-driven life. 
• Promoting a growth mindset and a commitment to lifelong learning and encouraging you to seek knowledge, explore new experiences, and embrace challenges as opportunities for personal and professional development. 
• Encourages you to appreciate each moment and find balance in your lives, being fully present in the moment, cultivating mindfulness, and finding joy in the present,  
• Encouraging you to set clear intentions, align your actions with your values, and make conscious choices that contribute to your overall well-being and happiness. 

Join us and connect and collaborate with bright minds. Be part of a culture of equity, diversity, and inclusion, where you can showcase your unique talents and expertise to create successful outcomes for you, the client, and the company. All qualified applicants will receive consideration for employment without regard to gender, gender identity/orientation, race, colour, religion, origin, or other characteristics.  

OBJECTIVES & RESPONSIBILITIES OF THE JOB:

• Manage scheduling for company executive(s)
• Draft, review, and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for company executive(s).

Hi! We’re Smartsourcing, looking for an Executive Assistant who can work with us full-time and on-site!

Where?

Be a part of the Smartsourcing crew

ABOUT US 

BSA Solutions offers talent outsourcing services to small and medium-sized businesses. We provide access to highly skilled professionals, enabling global businesses to build their dream teams in the Philippines and Malaysia. Our vision is to create a community of successful companies where talented individuals can meet and collaborate. We encourage our talents to push their limits, embrace their potential, and passionately pursue greatness. We pride ourselves on delivering exceptional results to our clients through our personalized service and our in-depth knowledge of the markets we serve. 

HEADLINE 

Are you a detail-oriented professional who is organised, resourceful, and excels at multitasking? Do you have experience in sales? If so, we have an exciting opportunity for you to join our valued client, a furnishing and interior decoration company based in New South Wales, Australia. 

We are seeking an EXECUTIVE ASSISTANT to give high-level administrative support to our senior executives. 

This is a full-time role, Monday to Friday, Dayshift. 

This is an office-based position in central Cebu City. 

The expected start date is February 2024. 

ABOUT THE ROLE 

As the Executive Assistant, you will be responsible for a variety of administrative tasks to support the Managing Director and the company’s senior-level managers. You should have excellent organisational skills, strong communication abilities, and experience with productivity tools and software. To be successful in this role, you should be well-organized, have great time management skills and be able to work independently. 

RESPONSIBILITIES 

Calendar and Inbox Management 

• Efficiently manage and maintain the executive's calendar, ensuring effective scheduling of appointments, meetings, and events. 
• Handle email correspondence promptly and professionally, prioritising important messages and responding on behalf of the executive when necessary. 

Outreach 

• Conduct targeted outreach via email, phone, or other channels to generate leads and build relationships with potential customers. 
• Create and maintain a database of prospects and leads for future follow-ups. 

Deal Closing 

• Collaborate closely with the sales team to help nurture leads, qualify prospects, and provide necessary information to support deal-closing efforts. 
• Assist in preparing sales proposals, presentations, and contracts. 

Scheduling and Booking 

• Coordinate and manage the executive's travel arrangements, including flights, accommodation, and transportation, as needed. 
• Schedule and book meetings, appointments, and calls, ensuring efficient use of the executive's time. 

Organise Contacts 

• Maintain an organised and up-to-date contact management system, ensuring accurate records of customer interactions, preferences, and relevant details. 
• Ensure prompt follow-up on sales leads and inquiries. 

Data Relationship Building 

• Support the development and maintenance of strong relationships with customers, partners, and other stakeholders by providing excellent communication and assistance. 
• Assist in managing CRM software, updating records, and generating reports to aid in business development efforts. 

Conduct Surveys 

• Conduct customer satisfaction surveys to gather feedback and insights, helping to identify areas for improvement and promote customer loyalty. 
• Compile survey results and present findings to the executive team. 

Performance Planning 

• Collaborate with the executive to set performance goals and targets, track progress, and provide regular updates. 

• Assist in analysing sales data and metrics to identify trends and opportunities for improvement

QUALIFICATIONS AND REQUIREMENTS 

• Bachelor's degree in Business Management or similar. 
• At least 3 years of relevant experience in an Executive Assistant role. 
• Proficiency in calendar and email management tools. 
• Proficiency in using HubSpot and contact management systems. 
• Experience in sales support or business development is a plus. 
• Tech-savviness and proficiency in using productivity tools and software. 
• Strong attention to detail and exceptional analytical and problem-solving abilities. 

• Excellent organisational skills with the ability to prioritize tasks, work on multiple assignments, and manage time effectively. 
• Ability to work independently and as part of a team. 
• Excellent verbal and written English and interpersonal skills to interact with clients and team members effectively.  
• High level of integrity and professionalism. 

WHY YOU SHOULD JOIN US 

BSA Solutions, Inc. emphasizes in: 

• Providing you with competitive compensation and benefits that exceed market standards and the Labor Law. 
• Ensuring your health and well-being with a comprehensive and generous HMO benefits package for you and one dependent from the start date, a 24/7 employee assistance program, mental health assistance with licensed practitioners, and in-house fitness and wellness programs. 
• Encouraging you to take ownership of your choices and be accountable for your personal growth, happiness, and success. 
• Challenging your status quo, pushing your boundaries for you to embrace your potential and pursue greatness. 
• Building supportive and inclusive communities that inspire and uplift each other, fostering a sense of belonging and connection among its employees and the wider local communities. 
• Encouraging you to be authentic, be true to yourself, embrace your uniqueness, and live a fulfilling and purpose-driven life. 
• Promoting a growth mindset and a commitment to lifelong learning and encouraging you to seek knowledge, explore new experiences, and embrace challenges as opportunities for personal and professional development. 
• Encourages you to appreciate each moment and find balance in your lives, being fully present in the moment, cultivating mindfulness, and finding joy in the present. 
• Encouraging you to set clear intentions, align your actions with your values, and make conscious choices that contribute to your overall well-being and happiness. 

• Manage scheduling for company executive(s)
• Draft, review, and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for company executive(s)

Octal Philippines Inc. is a reputable IT Solutions company seeking a highly motivated and experienced individual to join our partner team as a Senior HR Assistant. As a Senior HR Assistant, you will play a critical role in supporting HR department in various administrative and operational functions. This is a fantastic opportunity for someone looking to advance their career in HR within the dynamic and growing IT industry.

Responsibilities

• Training & Development - facilitates TNS/TNA, training plan and calendar, sourcing of providers, implementation and evaluation/feedback; conducts onboarding orientation and other HR related orientations
• Employee Relations - spearheads company events/CSR activities, exit interview/off boarding, newsletter, company policy updates, etc.
• Attends to inquiries of employees in coordination with the HR Team
• Recruitment - sourcing, initial screening, testing, interview; participates in school fairs/organizes job fair
• Prepares regular reports/presentations/posters or flyers
• Support in the implementation and administration of employee benefit programs.
• Prepare HR-related reports and documents, such as employee contracts, policies, and procedures.
• Performs other HR & Admin tasks/responsibilities.

• Bachelor's degree in Psychology, Human Resources Management or Behavioral Sciences
• At least 3 to 5 years work experience as a generalist focusing on Recruitment, Training & Development and Employee Relations
• Knowledgeable in MS Computer applications
• Good communication skills, oral and written
• Background in Psychological testing, an advantage
• Ability to handle multiple functions and tasks while managing work time efficiently
• Positive energy, articulate, and has a friendly personality
• Ability to uphold confidentiality or sensitive information

• Allowances
• Insurance, Health & Wellness
• Hospitalization Insurance Travel Insurance
• Accident Insurance.

• Manage scheduling for company executive(s)
• Draft, review, and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for company executive(s)

#1 PH Workforce Delivering to the US.

Bizforce and our medical division, MedCore Solutions are currently seeking an experienced Permanent Work from Home Executive Assistant to join our team. The Executive Assistant will provide high-level administrative support to our company's senior-level managers. The successful candidate will be responsible for managing calendars, scheduling meetings, making travel arrangements, and preparing reports. The ideal candidate is proactive, detail-oriented, and has excellent communication and organizational skills.

Who We Are

BizForce is one of the fastest-growing global outsourcing companies in the world, founded in the US in Tucson, Arizona and is now operational in PH! BizForce is a global outsourcing company currently partnering with some of the largest Engineering and Architectural firms in the world.

BizForce outsourcing is bringing the right people together with the right companies at the right time using the most sophisticated platform and this is what defines BizForce. We offer our services in many industries like Architecture, Software Engineering, Healthcare, Accounting, Structural Engineering, Crypto Currency, Bio-Technology, and Customer Support. We are committed to delivering the best results for our clients and we ensure a rewarding, respectful, and productive experience for our employees.

MedCore Solutions (MCS) is a single source solution for Healthcare administration. MCS is an industry leader for medical billing, credentialing, scribing, insurance verification, compliance and virtual staffing.

Responsibilities:

• Manage and maintain executive calendars, scheduling appointments, meetings, and conference calls
• Coordinate travel arrangements, including booking flights, accommodations, and transportation
• Prepare and edit executive-level documents, reports, and presentations
• Answer and screen phone calls, take messages, and handle correspondence
• Handle confidential and sensitive information with discretion
• Organize and maintain files, records, and other documents
• Assist with special projects and research as assigned

• Proven experience as an Executive Assistant or similar role
• Excellent organizational and time management skills
• Strong attention to detail and problem-solving abilities
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint)
• Exceptional verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive information
• Flexible and adaptable to changing priorities and deadlines
• Self-motivated and able to work independently
• Availability to work during business hours based on US time zones
• Can start IMMEDIATELY

Why Work With Us?

Our Commitment to delivering high-quality results for our clients and the only way to do that is ensuring a rewarding, respectful and productive experience for our employees. We hold the same values for both our customers and our employees.

• Permanent Work From home
• Permanent Weekends Off
• Great Company Culture and No Micromanagement
• Benefits

Overview:

We are seeking a highly organized and proactive Virtual Executive Assistant to provide comprehensive administrative support to our executive team. As a Virtual Executive Assistant, you will play a crucial role in ensuring smooth day-to-day operations, managing calendars, coordinating meetings, and handling various administrative tasks. This is a remote position, and the ideal candidate will excel in a virtual work environment.

Responsibilities:

Calendar Management:

o   Efficiently manage executive calendars, schedule appointments, and coordinate meetings, ensuring optimal time management.

Communication:

o   Act as a primary point of contact between executives and internal/external stakeholders. Draft, edit, and proofread emails, documents, and other correspondence.

Meeting Coordination:

o   Plan and organize virtual meetings, including setting up video calls, preparing agendas, and distributing relevant materials. Take meeting minutes and follow up on action items.

Travel Coordination:

o   Arrange travel itineraries, book accommodations, and manage logistics for business trips.

Task Prioritization:

o   Assist in prioritizing tasks and deadlines, ensuring that important matters are addressed promptly.

Data Management:

o   Maintain and organize files, documents, and databases in a secure and easily accessible manner.

Research:

o   Conduct research on various topics, compile information, and generate reports as needed.

Expense Management:

o   Track and manage expenses, prepare expense reports, and reconcile financial transactions.

Problem Solving:

o   Proactively identify and address potential issues, finding solutions to challenges that may arise.

Ad Hoc Support:

o   Provide additional support as needed, such as personal errands or special projects.

• Proven experience as an Executive Assistant or in a similar administrative role.
• Excellent communication skills, both written and verbal.
• Proficient in virtual collaboration tools and technology.
• Strong organizational and multitasking abilities.
• High level of discretion and confidentiality.
• Ability to work independently with minimal supervision.
• Strong attention to detail and accuracy.
• Familiarity with office software (Google Workspace, Microsoft Office, etc.).
• A proactive and positive attitude with a commitment to delivering high-quality support.