Executive Office Assistant

Overview

Executive Office Assistant Jobs in Philippines at Thrivemodal

Title: Executive Office Assistant

Company: Thrivemodal

Location: Philippines

Job Overview:

We are seeking a highly skilled and proactive Executive Assistant to provide comprehensive administrative support to the Senior Leadership Team (SLT). In this role, you will be responsible for managing complex calendars, email correspondence, scheduling meetings, organizing travel, handling confidential information, and assisting in project management. You will also serve as a point of contact between the leadership team, ensuring seamless and effective communication and smooth operations within the senior management level. The ideal candidate will have strong organizational skills, attention to detail and accuracy, exceptional communication abilities, and a proactive approach to problem-solving.

Key Responsibilities:

 Email and Communication Management:

Act as the primary point of contact for managing SLT’s email inboxes, filtering, prioritizing, and flagging urgent messages, and drafting responses when necessary.

Monitor email traffic and proactively manage responses, ensuring important communications are addressed promptly.

Coordinate follow-up actions and ensure timely replies to internal and external stakeholders, other departments, and clients, ensuring smooth and effective communication

Ensure SLT is up-to-date on all important matters and help them manage their information flow.

 Calendar and Schedule Management:

Manage and optimize the calendars of the Senior Leadership Team member, scheduling meetings, appointments, and conference calls.

Prioritize and resolve scheduling conflicts while ensuring efficient use of SLT’s time.

Coordinate logistics for meetings, including room bookings, virtual meeting setup, and preparation of relevant materials.

 Meeting Preparation and Follow-Up:

Organize and prepare for SLT meetings, including compiling agendas

Take detailed minutes during meetings, highlighting key decisions, action items, and deadlines.

Track follow-up actions and ensure timely execution.

 Travel Coordination:

Organize complex domestic and international travel itineraries, including flights, accommodations, transportation, and expense reporting.

Ensure all travel arrangements align with the SLT’s schedule and preferences.

 Project Management Assistance:

Assist in the management of key projects, tracking progress, preparing reports, and ensuring deadlines are met.

 Confidentiality & Discretion:

Handle sensitive and confidential information with the highest level of professionalism and discretion.

Qualifications:

Skills:

Strong organizational and time-management skills with the ability to multitask and prioritize effectively.

Exceptional written and verbal communication skills with an ability to communicate clearly and professionally with all levels of staff and external contacts.

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.

Proactive problem-solving skills and ability to work independently.

Strong interpersonal skills and a team-oriented attitude.

Ability to maintain a high level of professionalism and confidentiality and demonstrating ability to handle sensitive information with discretion.

Additional Skills (Preferred):

Experience with email management systems (e.g., Outlook) and project management tools (e.g., Asana, Ninety.io)

Familiarity with travel booking platforms