Executive Assistant - PH

This Executive Assistant/Project Management Specialist is instrumental in handling and seeing special projects assigned to completion, enhancing the Country Head’s productivity, ensuring the smooth execution of strategic initiatives, and fostering organizational efficiency. The Executive Assistant acts as a cornerstone for operational excellence, enabling the Country Head to focus on driving the company’s vision and objectives.

Responsibilities:

Internal Project Management

• Lead and manage internal projects, ensuring alignment with organizational goals and that they are completed within time, scope and budget
• Collaborate with team leaders and cross-functional departments to ensure timely project completion and effective resource utilization.
• Oversee the progress of special projects assigned by the Country Head, providing updates and solutions as needed.
• Identify opportunities to enhance operational efficiency and contribute to defining new strategies to achieve business objectives.
• Other Ad Hoc duties that may be assigned from time to time.

Executive Support

• Anticipate the Country Head’s needs and proactively identify areas where additional support or attention is required.
• Oversee the Country Head’s daily activities (calendar management, travel management, expense management), ensuring priorities are met and deadlines are adhered to.
• Act as a liaison between the Country Head, internal teams, and external stakeholders to facilitate effective communication and collaboration.

Meetings and Reporting

• Prepare agendas, presentations, and materials for meetings, ensuring all participants are informed and prepared.
• Document meeting discussions and follow up on action items to ensure timely completion.
• Generate regular reports, summaries, and updates for the Country Head and stakeholders on ongoing projects and initiatives.

Documentation and Communication

• Maintain organized and up-to-date records, documents, and reports.
• Draft and disseminate communications on behalf of the Country Head to partners, stakeholders, and internal teams.

Requirements:

• Bachelor’s degree in business administration, Management, or a related field
• At least 1-2 years of experience in project management, administrative, or executive support
• Proven ability to manage multiple priorities in a fast-paced environment
• Ability to analyze situations, anticipate potential challenges, and propose effective solutions
• A self-starter who identifies needs and takes ownership of tasks without waiting for direction
• Exceptional ability to plan, prioritize, and execute tasks with precision while ensuring accuracy
• Strong verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels
• Demonstrated ability to lead and manage projects from conception to completion, ensuring timely delivery and high-quality results
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint) and Canva for creating professional presentations and reports
• Capable of adjusting to shifting priorities and maintaining composure under pressure
• A strong desire to build and grow a career in executive support or management, with a commitment to continuous learning and development
• Strong problem-solving abilities with a resourceful mindset
• Proactive attitude towards identifying opportunities for improvement in processes and workflows
• High degree of professionalism, discretion, and confidentiality