Executive assistant

About Us:

We pride ourselves on our exceptional customer service and deep understanding of the Philippine archipelago.

Qualifications:

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
• Proven experience (minimum 3 years) as an Executive Assistant supporting senior-level management, preferably a Chairman or CEO.
• Exceptional organizational, time management, and multi-tasking skills.
• Excellent written and verbal communication skills in English and Filipino.
• Tech-Savvy: Excellent overall computer literacy, including proficiency in Microsoft Office Suite. Experience with Google Workspace, Zoom, E-Commerce applications and Online Travel and Tour platforms is highly desirable. Comfortable adapting to new technologies and utilizing digital tools for communication and organization.
• Ability to work independently, take initiative, and exercise sound judgment.
• Meticulous attention to detail and accuracy.
• Strong interpersonal skills and the ability to build positive working relationships.
• Ability to handle high pressure and prioritize tasks effectively in a fast-paced environment.
• High level of professionalism, integrity, and discretion.
• Familiarity with the travel and tourism industry is an advantage but not essential.

Job Summary:

The Executive Assistant will act as a primary point of contact between the Chairman and internal/external stakeholders, proactively manage schedules, coordinate meetings and travel, and assist with various projects and initiatives.

Specific Duties and Responsibilities:

Administrative & Secretarial Support:

• Manage the Chairman's complex calendar, including scheduling and coordinating meetings, appointments, and travel arrangements (both local and international).
• Prepare and organize meeting agendas, take accurate minutes, and follow up on action items.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail, prioritizing and responding appropriately.
• Prepare presentations, reports, and other documents as required, ensuring accuracy and professional presentation.
• Maintain organized electronic and physical filing systems, ensuring easy retrieval of information.
• Manage and reconcile the Chairman's expenses and prepare expense reports.
• Organize and maintain office supplies and ensure the smooth functioning of the Chairman's office.

Communication & Liaison:

• Act as a professional and efficient point of contact for internal and external stakeholders, screening calls and visitors, and directing them appropriately.
• Facilitate effective communication between the Chairman and other executives, employees, clients, and partners.
• Draft and edit correspondence on behalf of the Chairman, ensuring clarity, accuracy, and appropriate tone.
• Maintain confidential information with the utmost discretion and professionalism.

Meeting & Event Coordination:

• Coordinate and organize board meetings, executive team meetings, and other internal and external meetings, including venue booking, catering, and material preparation.
• Assist in the planning and execution of company events and functions as required.

Travel Management:

• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visa applications, ensuring efficiency and cost-effectiveness.
• Prepare detailed travel briefings and itineraries for the Chairman.

Project & Task Management:

• Assist the Chairman in tracking and following up on various projects and initiatives.
• Conduct research and gather information as needed to support the Chairman's work.
• Prepare preliminary drafts of documents, reports, and presentations.
• Assist with personal tasks and errands for the Chairman as required, maintaining strict confidentiality and professionalism.

Confidentiality & Discretion:

• Handle sensitive and confidential information with the highest degree of professionalism and discretion at all times.

Other Responsibilities:

• Perform other administrative and executive support duties as assigned by the Chairman.
• Stay updated on company policies and procedures.
• Proactively identify and address potential issues or challenges.