{"id":1357637,"url":"https://alion.io/job/rare-executive-assistant-executive-office","title":"Executive Assistant Executive Office","company":{"id":1781444,"name":"Rare","domain":"rare.org","url":"https://alion.io/company/rare-org","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"iCIMS","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Cebu City, Philippines"],"countries":["PH"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":8500,"max_usd":16000,"period":"year","method":"role_seniority_country_cell","sample_n":9},"experience_years_min":3,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[{"name":"ChatGPT","optional":false},{"name":"Copilot","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-09-27T22:55:22Z","employer_posted_date":"2026-09-27","last_verified_at":"2026-10-23T05:25:57Z","board_verified":true,"closed_at":null,"days_open":25,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":25},"description":"Position Overview\nRare Overview\nRare is a global leader in reducing coastal overfishing and revitalizing coastal fisheries. Rare is working across eight countries to strengthen how communities protect and manage coastal areas and habitats. In the Philippines, Rare has worked with 796 communities to establish 1.2+ million hectares of Managed Access Areas, of which ~10,000 hectares are no-take reserves, benefiting over 1.2 million community members.\nPosition Overview\nThe Executive Assistant (EA) provides high-level executive, administrative, and operational support to the Vice President (VP) and Senior Director (SD), enabling the Executive Office to operate efficiently and effectively. Serving as a trusted partner, the EA manages executive priorities, coordinates complex schedules and logistics, facilitates information flow, and ensures seamless execution of administrative and operational responsibilities.\nThe role works closely with leaders and teams across the organization to support effective communication, coordination, and alignment on organizational priorities. Success in this role requires exceptional organizational skills, sound judgment, discretion, adaptability, and a proactive approach to anticipating and addressing the needs of the Executive Office.\nKey Responsibilities\nExecutive Calendar, Scheduling, and Travel Management\nManage the VP's and SD's calendars, ensuring efficient scheduling of meetings, travel, and appointments across multiple time zones. \nCoordinate internal and external meeting requests, balancing competing priorities while anticipating scheduling conflicts and organizational needs. \nPlan and coordinate all executive travel arrangements, including flights, accommodations, visas, itineraries, and briefing materials. \nMaintain accurate and up-to-date records of executive commitments, travel, meetings, and key deadlines. \nExecutive Meeting Management\nReview executive calendars to ensure meetings are well-prepared with clear objectives, agendas, and supporting documentation. \nPrepare briefing materials, presentations, talking points, and background information for meetings and engagements. \nCoordinate with internal teams and external partners to gather information, presentations, and other materials required for executive engagements. \nRecord meeting notes, document decisions, and monitor follow-through on action items as assigned. \nExecutive Communications and Stakeholder Coordination\nServe as the primary administrative point of contact for the Executive Office by managing correspondence, screening requests, and facilitating professional communication with internal and external stakeholders. \nCoordinate communication and information flow between the Executive Office and country program teams. \nAssist in drafting and preparing executive communications, announcements, and organizational updates as needed. \nHandle confidential and sensitive information with the highest level of professionalism and discretion. \nInformation and Document Management\nMaintain organized, accurate, and accessible records of executive documents, presentations, reports, and reference materials. \nEnsure appropriate document version control, confidentiality, and secure information management practices. \nAdministrative and Operational Support\nPrepare and process executive timesheets, expense reports, reimbursements, and other administrative requirements in a timely manner. \nCoordinate procurement and vendor-related administrative processes in collaboration with Finance and Operations teams. \nPlan and manage logistics for Executive Office meetings, leadership retreats, workshops, and hybrid or in-person organizational events. \nContinuous Improvement and Special Projects\nProvide administrative and coordination support for strategic initiatives and special projects assigned by the VP and SD. \nProactively identify opportunities to improve Executive Office processes, systems, and administrative efficiencies. \nMonitor emerging issues and escalate time-sensitive matters requiring executive attention. \nPerform other duties consistent with the responsibilities of the role. \nQualifications\nThe successful candidate is highly organized, detail-oriented, resourceful, and capable of thriving in a dynamic and fast-paced connected environment. They demonstrate sound judgment, exceptional professionalism, and the ability to manage multiple priorities while maintaining strict confidentiality.\nEducation and Experience\nBachelor's degree or an equivalent combination of education and relevant professional experience. \nMinimum of 3-5 years of experience providing executive-level administrative support in a complex, fast-paced, or matrixed organization. \nKnowledge, Skills, and Competencies\nDemonstrated ability to manage multiple competing priorities with accuracy, efficiency, and sound judgment. \nExcellent organizational, planning, and time management skills with exceptional attention to detail. \nStrong interpersonal, communication, and stakeholder management skills, with the ability to build effective working relationships across all organizational levels. \nAbility to exercise discretion and maintain confidentiality when handling highly sensitive information. \nStrong problem-solving skills with the ability to anticipate needs, identify solutions, and take initiative with minimal supervision. \nComfortable working in a multicultural and globally distributed environment. \nAdvanced proficiency in Microsoft 365 applications, Microsoft Teams, SharePoint, and executive calendar management tools. \nExperience using AI-enabled productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar platforms) to enhance administrative efficiency, workflow management, and productivity is highly desirable. \nExcellent written and verbal communication skills in English. \nOther Duties\nPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time.\nRare is an equal employment opportunity employer and is committed to a proactive program of affirmative action and diversity development. Rare will continue to recruit, hire, train, and promote into all job levels without regard to race, religion, gender, marital status, familial status, national origin, age, mental or physical disability, sexual orientation, gender identity, source of income, or veteran status. All employment-related decisions are based solely upon legitimate, job-related factors such as skill, ability, past performance, attendance and length of service. Discrimination of any type will not be tolerated under any circumstances.\nApplicants must be legally authorized to work on a full-time basis in the country where the position is based. 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