Executive Assistant (Pooling)

The Executive Assistant role involves providing support to executives, managing confidential materials, and acting as a primary liaison for high-level communications. Key responsibilities include organizing meetings, handling travel arrangements, preparing budgets, and organizing correspondence on behalf of the executive. The position requires strong organizational skills, discretion, and the ability to prioritize tasks in a fast-paced environment. Candidates should have at least three years of experience, including two years supporting senior management, along with excellent communication skills and proficiency in Microsoft Office applications. This role is crucial for ensuring the smooth operation of executive functions and requires a proactive approach to problem-solving and decision-making.

Responsibilities:

• Organizing and prioritizing emails, scheduling meetings and appointments, preparing and editing documents, presentations, and reports, and managing data entry across various systems and databases.

• Coordinating virtual meetings, sending invitations, managing RSVPs, recording meeting minutes, and distributing resulting documents as necessary.

• Arranging travel logistics, including booking flights, hotels, and transportation, creating detailed itineraries, and coordinating virtual or remote in-person events.

• Creating and managing to-do lists, providing recommendations for business meetings, including restaurants, entertainment, and activities, and setting reminders for upcoming tasks.

• Providing IT troubleshooting support, assisting with software applications, ensuring systems are up-to-date, and handling financial duties like tracking expenses and processing invoices via Accounts Receivable and Payable.

Qualifications:

• Academic degree or equivalent diploma in relevant subject matter

• A minimum of 3 years of experience, with at least 2 years as a senior-level executive assistant

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with web meeting applications

• Strong time management skills, and the ability to multi-task

• Confidentiality: Proven ability to handle sensitive information with discretion and integrity

• Willingness to work in a hybrid setup at the BGC, Taguig site.

• Open to working morning, mid-shift, and night shift schedules.