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Executive Assistant (Hybrid)
xpatjobs | Location:Manila , Metro Manila
| Country:Philippines
| Job Description Your Career, Our Commitment to Excellence At Emapta, we believe that extraordinary careers are built on exceptional opportunities. As a global outsourcing specialist, we connect top talent with leading companies worldwide. With over 19 strategic office locations and a community of more than 9,300 skilled professionals, we empower individuals to achieve their full potential. Our commitment to growth, innovation, and collaboration ensures youll thrive in a supportive, inclusive environment where your success is our priority. Join us and discover why Emapta is the employer of choice for thousands worldwide. Job Description As an Executive Assistant , you will provide both on-site and remote support to senior executives, ensuring seamless operations. Your role includes project management, calendar and meeting coordination, email and travel management, expense tracking, client relationship support, and documentation preparation. Youll handle key administrative tasks to enhance efficiency and executive productivity. Job Overview Employment Type: Full-time Shift: Semi-Flexi Work Setup: Hybrid, NCR Your Daily Tasks Strategic and Executive Support Work closely with executives to understand and implement strategic initiatives, ensuring alignment with organizational goals. Adapt to, anticipate, and respond to the evolving strategies and needs of the leadership team and department. Streamline workflow by organizing schedules, coordinating meetings, and prioritizing tasks to optimize executive time and focus. Administrative Support Act as the primary point of contact among executives, clients, and internal/external partners. Prepare for meetings, including organizing materials, tracking minutes, monitoring action item progress, and revising correspondence and other documents as needed. Manage and sort emails, file appropriate documents, and take action on pending items accordingly. Play a pivotal role in planning and organizing division-wide events. Coordinate with vendors and key personnel to secure necessary items and services. Write, store, and disseminate meeting minutes while ensuring action steps are assigned and completed. Communication and Correspondence Receive and screen communications to executives, including calls and emails, prioritizing those requiring immediate attention. Research and respond to communications as appropriate and in a timely manner. Format and prepare internal and external communications such as memos, emails, presentations, and reports. Serve as a communication bridge between the executive and stakeholders, demonstrating leadership and process excellence. Act as a key liaison for executives, ensuring seamless communication with various departments, clients, and stakeholders. Draft, edit, and manage important documents, presentations, and correspondence tailored for the US market. Attend meetings on behalf of executives, provide recommendations, assist in action planning, and help set performance criteria aligned with business strategies. Travel and Calendar Management Build, lead, and organize executive schedules and meetings. Coordinate and set up meetings, ensuring proper notifications to attendees. Book and manage travel arrangements, including flights, transportation, and accommodations. Maintain executive calendars and schedules. Reporting and Documentation Evaluate the effectiveness of implemented strategies and recommend improvements. Prepare and submit reports as requested by the immediate manager. Maintain an efficient and organized filing system, ensuring easy access to pertinent information. Assist in compiling, reviewing, and presenting reports on performance, project progress, and key metrics. Represent and report on behalf of the Client Solutions Director when required. Project Coordination and Management Perform special projects and other duties as assigned. Prioritize and manage multiple projects simultaneously. Ensure projects are delivered on time, within scope, and within budget. Monitor project milestones, identify improvement areas, and implement action plans to drive project success. Requirements The Qualifications We Seek At least 5 years of proven experience as an Executive Assistant , preferably in BPO or similar industries . Bachelor''s degree or equivalent experience. Experience supporting client services and operations executives . Strong project management skills with a proven track record of execution. Excellent organizational, analytical, and time-management abilities. Exceptional verbal and written communication skills, with fluency in English for US, Europe, and AU markets . Proficiency in Microsoft Word, Excel, SharePoint, Outlook, and PowerPoint . Strong written and oral communication abilities. Ability to work autonomously, demonstrating strong time management skills. Capacity to collaborate with various levels of personnel within the organization. Flexibility in work hours to accommodate executive needs. Proven analytical skills, with |
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