Executive Assistant to the Executive Vice President

Executive Assistant to the Executive Vice President

Reports to: Executive Vice President (EVP)

Role Overview:

Acts as the primary strategic and administrative partner to the EVP, enabling focus on high-level business strategy, client relations, operations, and growth. You will manage complex workflows, cross-timezone coordination, confidential information, and serve as the key liaison between the EVP, internal teams, global clients, and external partners in a fast-paced BPO environment.

Qualifications & Requirements

• Bachelor’s Degree in Business Administration, Communications, Management, or related field; equivalent experience considered.
• 3–5+ years progressive experience as Executive Assistant supporting C-level / SVP / EVP roles, preferably in BPO, shared services, contact center, or multinational fast-paced industries.
• Exceptional written and verbal English proficiency (business fluent), with strong editing and drafting skills.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and Google Workspace; familiarity with collaboration tools (Zoom, Slack, Asana/Trello), CRM (Salesforce), and ERP systems preferred.
• Deep understanding of confidentiality, data privacy (DPA, GDPR), and professional discretion.

• Prior BPO / contact center operations or client services support experience.
• Knowledge of BPO KPIs: SLAs, AHT, CSAT, utilization, headcount, and revenue reporting.
• Ability to work flexible hours occasionally to align with APAC, US, or EMEA client time zones.
• Strong multitasking, prioritization, and problem-solving skills under pressure.
• Experience preparing executive summaries and analyzing operational data.

• Proactive mindset: anticipate needs and resolve issues before they arise.
• Strong interpersonal skills to engage with stakeholders at all levels, locally and globally.
• Meticulous attention to detail and ability to deliver zero-error work.
• Adaptability to shifting priorities in a 24/7 business environment.
• Key Responsibilities

1. Executive Calendar & Time Management

• Manage the EVP’s high-volume, dynamic calendar across multiple time zones; resolve conflicts, prioritize commitments, and block focus time for strategic work.
• Schedule and coordinate internal leadership reviews, client executive calls, site visits, business reviews, and industry meetings; ensure no double-booking and proper lead time.
• Proactively adjust schedules for urgent requests, operational escalations, or last-minute changes common in 24/7 BPO operations.

1. Communication & Stakeholder Liaison

• Act as the primary gatekeeper: triage emails, calls, and inquiries; draft, review, and send correspondence on behalf of the EVP with professional executive-level tone.
• Serve as the central point of contact between the EVP, C-suite, department heads (Operations, Sales, Quality, HR, Finance), global clients, and vendors.
• Follow up on action items, decisions, and commitments from meetings to ensure timely closure across teams.

1. Meeting, Travel & Event Coordination

• Prepare meeting agendas, compile briefing materials, operational reports, client performance data, and presentations ahead of time.
• Record and distribute minutes, track deliverables, and ensure accountability for agreed timelines.
• Arrange end-to-end domestic/international travel: flights, accommodation, visas, transport, itineraries, and emergency adjustments; process expense reports per company policy.
• Coordinate leadership offsites, client visits, town halls, and operational review meetings.

1. BPO-Specific Operational Support

• Assist in compiling daily/weekly operational dashboards, SLA/performance reports, attrition trends, and client updates for the EVP.
• Conduct research on client accounts, competitor benchmarks, regulatory changes (data privacy, labor laws), and industry best practices.
• Track project milestones for new account launches, process improvements, and compliance audits; escalate delays early.
• Maintain strict confidentiality of sensitive data: client contracts, pricing, personnel matters, and strategic plans.

1. Administrative & Project Support

• Prepare slide decks, memos, and board materials; organize and secure digital/physical filing systems.
• Manage ad-hoc projects, special initiatives, and cross-departmental coordination as assigned by the EVP.
• Support vendor management, invoice processing, and budget tracking for the EVP’s office.