Job Openings Executive Assistant to the Vice-President

About the job Executive Assistant to the Vice-President

Position: Executive Assistant to the Vice-President

Salary: 25,000 - 35,000 PHP monthly

Reports To: Partner, Partner Advisor

Primary Relationships: Partner Staff

Date: July 2024

Schedule: 4:00 PM - 1:00 AM PHT

Summary:

We are seeking a highly organized and motivated Executive Assistant to join our fast-paced COolture. In this role, you will provide exceptional administrative and operational support directly to the Vice-President, ensuring the smooth and efficient running of the executive office. You will manage the Vice-President's schedule, communication, and travel, anticipate needs, and proactively manage various projects and initiatives. This role requires exceptional organizational skills, discretion, and the ability to navigate a fast-paced and demanding environment.


Responsibilities:


  • Liaise with Upper Management, Department Heads, and other key stakeholders on behalf of the vice-president

  • Serve as the primary point of contact for the Vice-President's office by organizing and managing high-profile events and meetings

  • Assist the Vice-President with special projects and initiatives, managing deadlines and ensuring successful completion

  • Draft and proofread a variety of high-level communication, including emails, letters, reports, and presentations

  • Oversee the day-to-day operations of the Vice-President's office, including maintaining filing systems, managing supplies, and coordinating with other departments

  • Manage and Assist with the Vice-Presidents Personal Task

  • Manage and prioritize the Vice-President's calendar, scheduling appointments, meetings, and travel

  • Facilitate and Prepare briefing materials for meetings, presentations, and speeches, ensuring the vice-president is fully informed and well-prepared

  • Anticipate the Vice-President's needs and proactively prepare briefing materials and reports

  • Research and compile information for presentations and meetings

  • Arrange complex travel itineraries, including flights, accommodations, and ground transportation

  • Manage the Vice-President's expense reports and liquidations

  • Maintain a professional and organized office environment

  • Manage confidential information with discretion


Qualifications:


  • Bachelor's degree in Business Administration, Executive Assistant, or a related field (preferred)

  • Minimum of 2 years of experience as an executive assistant in a fast-paced environment

  • Proven experience in calendar management, travel arrangements, and project coordination

  • Excellent communication, interpersonal, and organizational skills

  • Strong written and verbal communication skills

  • Ability to prioritize effectively, manage multiple tasks simultaneously, and meet deadlines

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

  • Ability to maintain confidentiality and discretion

  • Ability to work independently and as part of a team

  • Strong understanding of business operations and strategic thinking capabilities

  • Has a personal transportation service, and of course, can drive