Executive Assistant

Job Summary
The Executive Assistant (EA) provides high-level administrative and operational support to the Head of Business Development, Sales, and Operations. This role ensures seamless coordination across departments, manages executive communications, and assists in strategic initiatives to drive business growth. The ideal candidate is highly organized, proactive, and capable of handling sensitive information with discretion.

Key Responsibilities

1. Executive Support & Coordination

• Manage the executive’s calendar, scheduling meetings, and prioritizing commitments.
• Serve as the primary liaison between the executive and internal/external stakeholders.
• Prepare briefing materials, reports, and presentations for meetings and strategic reviews.
• Handle confidential correspondence and sensitive business matters with professionalism.

2. Business Development & Sales Support

• Assist in tracking sales pipelines, client engagements, and business development opportunities.
• Coordinate proposal development, contract reviews, and follow-ups with clients/partners.
• Conduct market research and compile competitive intelligence reports.
• Support CRM data management and ensure accurate sales activity documentation.

3. Operations & Project Management

• Facilitate cross-departmental collaboration to ensure alignment on operational goals.
• Help streamline processes and workflows to improve efficiency.
• Assist in special projects, including new initiatives, system implementations, or process improvements.

4. Meeting & Event Coordination

• Organize internal and external meetings, including logistics, agendas, and minutes.
• Plan and coordinate business events, client visits, and executive travel arrangements.

5. Administrative Excellence

• Manage expense reporting, invoicing, and budget tracking.
• Maintain an organized filing system (digital and physical) for critical documents.
• Anticipate executive needs and proactively address operational bottlenecks.

Qualifications & Requirements

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: 3+ years as an Executive Assistant, preferably supporting senior leaders in business development, sales, or operations.
• Skills:
• Exceptional organizational and time-management abilities.
• Strong written/verbal communication and interpersonal skills.
• Proficiency in MS Office (Excel, PowerPoint, Word), CRM tools (e.g., Salesforce), and project management software.
• Analytical mindset with the ability to synthesize data for decision-making.
• Attributes:
• Proactive, resourceful, and adaptable in a fast-paced environment.
• High level of discretion and professionalism.
• Ability to multitask and prioritize under pressure.

Job Type: Full-time

Benefits:

• Company events
• Opportunities for promotion
• Paid training

Ability to commute/relocate:

• Quezon City: Reliably commute or planning to relocate before starting work (Required)

Language:

• English (Preferred)

Work Location: In person