Executive Assistant

Metro Clark (Hybrid)

Provides administrative and secretarial support in undertaking and managing business operations with the Founders. Closely coordinates with all Department Heads and monitors the requirements of the Founders, likewise, conducts business requirements of Operations with various clients to establish a good business relationship for the continuous growth and development of the Company.


In this role, you’re the right-hand super-person to your executive and your contribution to their life allows them to run their company more effectively, have a bigger impact on the world and find time to still prioritize their health, family, and personal lives.


This position is strictly local to Metro Manila and is not a remote position.


The office location is in Makati.


DUTIES & RESPONSIBILITIES


1. Gatekeeper and Gateway Role


  • Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO/Founder and Co-founder and staff, demonstrating leadership to maintain credibility, trust, and support with the wider team.

  • The team knows and trusts that they can go to you with questions, queries, and tasks, and you’re aware of everyone’s roles and responsibilities so that you can do the same. You’re able to quickly assess how to escalate the situation or answer queries/questions.

  • You provide gatekeeping duties in regards to taking initial screening phone calls or meetings when necessary.


2. Project Management


  • Act as a project manager to the CEO/Founder and Co-founder, making sure that they are on top of their projects and tasks, as well as assigning work to appropriate staff on behalf of the CEO/Founder and Co-founder.

  • Ensure that the CEO/Founder and Co-founder's direct reports are on top of any project management that relates back to the CEO/Founder and Co-founder's tasks and responsibilities. If the CEO/Founder and Co-founder are blocked on a task due to another team member falling behind, make sure that the communication channel is open and everyone is aware of how to rectify and move forward effectively.

  • Project manage your own roles and responsibilities in a clear way so that the CEO/Founder and Co-founder can see where each project and task is at.


3. Calendar + Communication


  • Assist in the management and organization of the CEO/Founder and Co-founders calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands.


4. Email


  • Be the primary gatekeeper of the CEO/Founder and Co-founder’s email, making sure that at regular intervals throughout the day, anything unimportant or junk is removed, important unread emails are put into appropriate folders and emails that you’re able to reply to are replied to.


5. Reporting


  • Depending on the time of year and company prioritizations, you’ll be asked to prepare reports and send them to the CEO/Founder and Co-founder (and sometimes the leadership team) on a frequent basis.

  • In addition to sending relevant company reports, you’ll also be expected to send a quick report at the end of each week, detailing where you are at with projects, any questions/blockers you have, and what’s upcoming.


6. Sales & Marketing

  • Monitor monthly sales performance of the company

  • Promote services of the company through digital and direct marketing

  • Oversee and monitor sales targets and acquisitions of the sales team.

  • Provide reports and other understandings on related concerns in sales and marketing

  • Collaborating with the sales and digital marketing team on marketing strategy and market research.

  • Assist in identifying marketing trends and key opportunities for innovation.

  • Assist in planning and creating marketing materials or collaterals

  • Conduct product presentations to clients

  • Courtesy call with existing and potential clients

  • Build and maintain client business relationship

  • Understand company products and services.


7.  Administrative Support


  • Prepare agendas, attend meetings, and transcribe correspondence where necessary. If the CEO/Founder and Co-founder have assigned or are awaiting a response or deliverable after a meeting, make sure to follow up and make sure it’s completed. If the CEO/Founder and Co-founder are assigned something during a meeting, make sure it’s added into Trello.

  • Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organized files.

  • Light design work.

  • The initial creation of documents that the CEO/Founder and Co-founder can use to build on in order to finalize.


8. Partnerships


  • Manage communications between CEO/Founder and Co-founder and brand partners where necessary, taking initial phone calls, doing reach out, and scheduling correspondence.

  • Project manage the partnership, making sure that contracts are reviewed and signed, all partnership information is added into Trello and Discord and delegated to the relevant team members, partnership deliverables are delivered on time and the brand is receiving clear communication back and forth. Ensure that from start to finish, the process is smooth - the partnership is complete when all deliverables are delivered and the full invoice has been received.


8. Social Media


  • Support with posting on social media, as well as handling DMs.


9. Travel


  • Manage and coordinate travel for both business and personal arrangements. Think through end-to-end details (including but not limited to check-in, reservations, calendar clearing/rescheduling, transfers, appointments, and packing) for the trip and ensure that the CEO/Founder and Co-founder has everything they need ahead of time.

  • Where necessary, you may be asked to travel with the CEO/Founder and Co-founder on trips and provide in-person assistance for the duration of the trip.


10. Events


  • Coordinate onsite meetings, luncheons, coffees, and in-house events.

  • Greet and check in clients and other guests for meetings and events.

  • Coordinate the organization and hosting of both personal and business events, end to end. This includes all organization of the event ahead of time, management during the event, organizing and managing vendors to support the event, and ensuring clean-up of the event.

  • Where necessary, scheduling travel arrangements for others involved in the event and circulating agendas with the necessary stakeholders.


11. Relationships


  • Maintaining important business and personal relationships through making sure communication is timely and important events are remembered.

  • Sending flowers, gifts, and cards where necessary. A job well done here includes thinking ahead of who the CEO/Founder and Co-founder may want to send thank you notes or gifts to, and continuously making notes of preferences, budgets, and messaging.

  • Gift ordering, wrapping & card writing.


This job may require personal support as well from the CEO/Founder and Co-founder such as managing their finances, appointments, car, groceries, errands, chores, and organization among other things.


The position is responsible for providing administrative assistance that facilitates the CEO/Founder and Co-founder/Founder and Co-founder's ability to effectively lead the organization, including meeting preparations; research and project management tasks; and other Sales and HR-related functions.


Requirements and Skills:


  • Candidate must possess at least Bachelor's/College Degree in Business Administration or equivalent.

  • Must be located in Metro Manila or willing to relocate to Makati.

  • Possess the ability to manage people

  • Willing to travel anytime and on-call anytime

  • At least 1-2 Year(s) of working experience in the related field is required for this position.

  • Tech savvy, keep up with new technology trends and developments

  • Demonstrated proactive approaches to problem-solving with strong decision-making capability

  • Forward-looking thinker, who actively seeks opportunities and proposes solutions

  • Required Skill(s):, Analytical Skills, Organizational Skills, Writing Skills, Reporting Skills, Scheduling Skills, Microsoft Office Skills, Time Management Skills, Verbal Communication Skills, Interpersonal Skills

  • Must be knowledgeable in composing and finalizing complex correspondence, minutes of the meeting, reports, and other-format documents

  • Ability to multi-task, prioritization on daily workload, and thorough attention to details

  • Resourceful and can work independently

  • Maintains high confidentiality and uses a high degree of discretion

  • Understanding of frequently used computer software and programs, such as Microsoft Office

  • Warm and friendly demeanor and works well under pressure

  • Applicants must be willing to work in Metro Manila and office-based

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