Executive Assistant to the COO

EXECUTIVE ASSISTANT TO THE COO

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support to the President/Chief Operating Officer of the company. The EA ensures smooth coordination across executive functions, manages sensitive information with discretion, and enables the President/COO to focus on leadership, strategic planning, and business development.

Key Responsibilities:

1. Executive Support & Administration

• Manage the President/COO’s daily calendar, appointments, meetings, conferences, and travel itineraries.
• Prioritize and screen emails, calls, and correspondence; prepare responses as needed.
• Organize executive files, documents, and records, ensuring efficient retrieval and confidentiality.
• Prepare reports, presentations, and briefing materials for internal and external meetings.
• Coordinate follow-through on tasks, commitments, and pending items of the President/COO.

1. Board, Management & Stakeholder Coordination

• Assist in preparing Board materials, minutes, resolutions, and executive summaries.
• Coordinate with department heads, project teams, consultants, LGUs, government agencies, and external partners.
• Serve as liaison between the President/COO and internal departments to ensure timely communication and alignment.

1. Project & Operations Support

• Track key project milestones, development timelines, and deliverables across properties.
• Assist the President/COO in monitoring project progress, identifying concerns, and following up with teams for updates.
• Prepare research summaries and project briefs related to land acquisition, permitting, finance, construction, and sales performance.

1. Document Preparation & Communication

• Draft letters, memos, agreements, and internal communications on behalf of the President/COO.
• Review, edit, and format reports, presentations, and proposals prior to executive approval.
• Maintain versions of documents, agreements, and critical project files.

1. Meeting & Event Management

• Prepare meeting agendas, presentations, and talking points; document minutes and monitor action items.
• Organize stakeholder meetings, site visits, project inspections, and corporate events involving the President/COO.

1. Confidential & Sensitive Information Handling

• Manage confidential information involving corporate strategies, personnel matters, contracts, and financial data.
• Uphold professional discretion at all times.

1. Office & Process Efficiency

• Recommend and implement improvements to office systems, workflows, templates, and communication processes.
• Support administrative tasks for the Office of the President/COO, including budgeting, procurement, and compliance with internal policies.

Qualifications

• Bachelor’s degree in Business Administration, Management, Real Estate, Architecture, Engineering, or related field.

• At least 5+ years experience as an Executive Assistant, preferably supporting C-level executives.
• Experience in property development, real estate, construction, or related industries is a strong advantage.

• Excellent communication skills (written and verbal).
• Strong organizational and project management capabilities.
• High proficiency in MS Office, Google Workspace, and presentation tools.
• Ability to multitask, prioritize, and meet tight deadlines.
• Strong analytical, research, and documentation skills.
• Interpersonal and stakeholder management skills.

• High integrity and professionalism.
• Strong sense of discretion and confidentiality.
• Proactive, resourceful, and able to work independently.
• Detail-oriented and highly reliable.
• Ability to work in a fast-paced, dynamic environment.

• Timeliness and quality of deliverables (reports, presentations, briefing materials).
• Calendar efficiency and meeting coordination effectiveness.
• Accuracy and reliability of project tracking and follow-up.
• Responsiveness and quality of communications prepared for the President/COO.
• Stakeholder satisfaction and smooth interdepartmental coordination.