The posting
The Executive Assistant will provide direct support to a US-based CEO in managing the details, objectives, and deliverables involved in running multiple companies across two countries.
This role will support the CEO across day-to-day executive administration, specialized projects, reports, presentations, and business coordination. The successful candidate will help the CEO stay focused on strategic initiatives, business growth, critical relationships, and operational priorities while ensuring that key tasks and follow-ups are properly managed.
The role requires a strong mix of administrative, technical, organizational, communication, and relationship management skills. The Executive Assistant will work closely with company staff, vendors, channel partners, customers, prospective customers, and external stakeholders.
This role will also support the CEO in his capacity as Chairman of the Board of an International Chamber of Commerce, which involves interactions with investors, embassy representatives, consular officials, domestic and foreign government representatives, and business delegations.
This position will serve as a foundational role in the company’s expansion of operations into the Philippines.
- Discretionary Bonus available based on overall company success and your performance. Opportunities for growth, training, and advancement. Potential travel to other company locations as needed or appropriate. Check with PH Partner Entity to flesh out additional benefits (i.e., medical, PTO count, etc.).
- Performs complex clerical and administrative work involving independent judgment and discretion necessary to manage the workflow and scheduling associated with the CEO, with an understanding of priorities.
- Composes, edits, and types correspondence, memos, and other documents. Creates various charts, tables, graphs, and presentation materials.
- Manages time, projects, and workflow to meet the expectations of the CEO.
- Supports arranging and researching travel and logistics as needed.
- Provides project coordination with other Executives, Team Members, and external vendors to maintain visibility for the CEO on operational projects, deliverables, and resource needs to meet both internal and external deadlines and timelines.
- Participates in, schedules, and organizes staff meetings, including agendas and pre-read materials; records, transcribes, and distributes meeting minutes as needed.
- Performs calendar management, including planning and coordinating meetings, conference calls, and appointment scheduling on a daily basis for the CEO.
- Conducts research, collects and analyzes data to prepare reports and documents.
- Liaises with internal staff at all levels as needed.
- Interacts with external vendors, members of the community, and both domestic and foreign government representatives.
- Reviews operating practices and implements improvements where necessary.
- Takes workflows and projects from the CEO and turns them into SOPs that can be used to train new team members across multiple functions as the team continues to grow.
- Maintains databases for various projects.
- With little direction, creates, maintains, updates, and runs reports and financial data on a regular basis.
- Positively embraces other initiatives as they occur.
- Takes on special projects as requested.
- Performs other duties as assigned.
- 3–5+ years of experience as an Executive Assistant to an Owner, Founder, CEO, or other Senior Executive.
- Outstanding customer service skills required, preferably supporting VIPs in both public and private sectors.
- Maintains confidentiality across multiple organizations. Demonstrates excellent judgment and discretion when handling confidential matters.
- Critical thinking and common sense are required attributes for success in this position.
- Must have thorough knowledge of Microsoft Outlook, Excel, Word, PowerPoint, and Publisher.
- Experience with CRM and project management software.
- Works on specialized, professional-level assignments and projects with general direction and guidance.
- Must demonstrate strong interpersonal skills and a high level of emotional intelligence.
- Able to initiate duties and activities without the need for supervision.
- Able to bring in support as needed. Must be a flexible and resourceful team player with the ability to anticipate executive needs.
- Able to work efficiently and effectively under pressure, with the ability to prioritize workload.
- Ability to independently prioritize in a deadline-driven environment.
- Must be action-oriented, goal-oriented, energetic, and willing to take on challenging assignments while seizing personal development opportunities.
- Proficient in marshaling resources (people, materials, and support) to get things done. Can orchestrate multiple activities at once to accomplish a goal, use resources effectively and efficiently, and organize information and files in a useful manner.
- Experience working in a multinational environment, specifically supporting American executives.
- Experience working on EST hours or a night shift is highly preferred.
- Experience in Private Equity and/or Mergers & Acquisitions.
- Experience in high-growth operations.
- Experience with event planning (i.e., annual gala, business symposium).
