The Executive Assistant (EA) to the CEO provides high-level administrative support and serves as a strategic extension of the CEO's office. This role requires exceptional organisational, communication and interpersonal skills, along with the ability to manage multiple responsibilities in a fast-paced environment. The EA ensures seamless coordination of the CEO's schedule,communications, and visibility --both internally and externally--while embodying professionalism, discretion and efficiiency.
Key Responsibilities
1. Calendar Management & Meeting Coordination Maintain and optimize the CEO’s calendar, ensuring all meetings, calls, and commitments are efficiently scheduled. Liaise with internal departments, board members, doctors, clinic heads, and external partners to coordinate meetings. Prepare meeting agendas, gather relevant materials, and take minutes or action notes. Track and follow up on commitments or deliverables arising from meetings.
2. Task Management & Action Follow-up Maintain a rolling task list for the CEO and ensure accountability by tracking the status of key deliverables from leadership and support teams. Coordinate with relevant departments to follow up on timelines and responsibilities. Use project and task management tools (e.g. Monday.com, Trello, Google Workspace) to monitor progress and flag issues early.
3. Travel, Logistics & Exexcutive Support. Arrange flights, hotels, car services, and restaurant bookings based on preferences and itinerary needs. Manage domestic and international travel including visa support and concierge-level planning. Set up logistics for face-to-face and virtual meetings, including Zoom, Microsoft Teams, and related tools. Prepare meeting kits, background information, and briefing notes.
4. Document Management & Filing Organize, file, and maintain access to all CEO-related documents (contracts, memos, project files, reports). Ensure systematic cloud-based filing using shared drives (Google Drive, OneDrive). Upload receipts, invoices, and reports for finance compliance and expense monitoring. Coordinate submission and reconciliation of CEO Office expense reports with Finance.
5. Communications, Content, and Social Media Management Draft, edit, and circulate internal communications such as memos, announcements, and updates from the CEO. Support creation of internal content such as CEO “coffee chats,” employee engagement messages, or town hall briefings. Assist in preparing social media content for the CEO’s social media, LinkedIn or professional platforms (e.g. leadership posts, industry commentary) - as it relates to BMG Activities. Write or edit articles, blogs, or talking points for CEO visibility in conferences, press releases, or media interviews.
Top Skills
What We Do
About Belo Medical Group
Founded in 1990, Belo Medical Group stands as the pioneering medical aesthetics center in the Philippines, trailblazing the industry with unmatched expertise and innovation. Under the esteemed leadership of Dr. Vicki Belo, our brand has become synonymous with the highest standards of beauty and skincare treatments in the country.
As part of the privately-owned Belo Group of Companies, we encompass a comprehensive range of brands, including Belo Medical Group for medical aesthetics and surgery, Belo Essentials for consumer beauty products, and Venn Intelligent Aesthetics for distribution of medical aesthetic products and devices.
Our journey began over three decades ago when Dr. Vicki Belo opened the first-ever dermatological and surgical clinic in the Philippines. Since then, we have dedicated ourselves to transforming the aesthetic industry, providing Filipinos and international clients alike access to the latest and most reliable beauty technologies and procedures.
Our mission is to enhance natural beauty and promote self-confidence, inspiring individuals to live their best lives. With the vision of making the Philippines the beauty hub of Asia, we are committed to excellence and innovation in everything we do.
The Belo Medical Group operates with core values that are the bedrock of our success:
Honoring our word through truth and transparency.
Striving as one team to achieve unified goals.
Embodying 'malasakit' with care and resourcefulness.
Leading for excellence and setting industry standards.
We are the original choice for beauty and wellness, trusted by celebrities and individuals who seek the pinnacle of aesthetic care. With over 14 strategically located clinics nationwide, our presence marks a legacy of beauty and excellence that continues to grow, shaping the future of medical aesthetics in the Philippines and beyond.
Join us at Belo Medical Group, where beauty, innovation, and a legacy of excellence converge.
