Executive Assistant to the Managing Director

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to the Managing Director who also possesses strong project management experience. This role provides comprehensive executive support while coordinating strategic initiatives, managing cross-functional projects, and ensuring the efficient execution of business priorities. The ideal candidate is a skilled communicator, capable of handling confidential information, managing multiple priorities, and driving projects to completion in a fast-paced environment.

Key Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Screen and prioritize communications, including emails, calls, and correspondence.
• Prepare reports, presentations, meeting agendas, and briefing materials.
• Take meeting minutes and track action items to ensure timely follow-up.
• Coordinate internal and external meetings, events, and stakeholder engagements.
• Handle confidential and sensitive information with professionalism and discretion.
• Act as a liaison between the Managing Director and internal/external stakeholders.
• Support the planning, execution, monitoring, and completion of strategic and operational projects.
• Develop project plans, timelines, and status reports.
• Coordinate activities across departments to ensure project milestones are achieved.
• Track project risks, dependencies, and resource requirements.
• Facilitate project meetings and follow up on deliverables.
• Monitor project budgets and expenditures where applicable.
• Prepare project dashboards and progress updates for executive review.
• Ensure alignment of projects with organizational objectives and priorities.
• Assist in preparing business proposals, contracts, and corporate documents.
• Support process improvement initiatives and operational efficiency projects.
• Maintain accurate records and filing systems.
• Coordinate vendor, client, and partner communications as required.
• Perform research and analysis to support business decisions.

Qualifications

• Bachelor's degree in Business Administration, Management, Project Management, or a related field.
• 3–7+ years of experience as an Executive Assistant, Executive Coordinator, Chief of Staff support, or similar role.
• Proven experience managing projects and coordinating cross-functional teams.
• Experience supporting senior executives or C-suite leaders preferred.
• Strong project management and organizational skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with project management tools such as Asana, Monday.com, Trello, or Microsoft Project.
• Strong problem-solving and decision-making capabilities.
• Ability to manage multiple priorities and meet deadlines.
• High level of discretion and confidentiality.
• Strong stakeholder management and interpersonal skills.
• Ability to work independently and proactively.
• Project management certification (e.g., PMP, PRINCE2, or Agile certification).
• Experience in strategic planning, business operations, or corporate project management.
• Experience supporting a Managing Director, CEO, or senior executive leadership team.

Key Performance Indicators (KPIs)

• Executive calendar and meeting management efficiency
• Timely completion of strategic projects and initiatives
• Accuracy and quality of reports and presentations
• Stakeholder satisfaction and responsiveness
• Follow-through on action items and project deliverables
• Process improvement and operational efficiency contributions

Job Type: Full-time

Reports To: Managing Director

Location: Pasay City

Pay: From Php100,000.00 per hour

Benefits

• Opportunities for promotion

Ability to commute/relocate

• Pasay: Reliably commute or planning to relocate before starting work (Preferred)

Experience

• Project management: 3 years (Required)

Work Location: In person