Executive Assistant

Overview of the Role

The Executive Assistant provides comprehensive administrative support to senior executives, ensuring the smooth operation of daily activities and facilitating effective communication across departments. This role involves managing schedules, coordinating meetings, and handling sensitive information with confidentiality.

Main duties include

Act as a strategic partner to executives, filtering priorities, preparing concise briefs, and supporting informed decision-making aligned with business goals.

Build trusted relationships with ELT members and key stakeholders, representing executives professionally and ensuring timely, confidential communication.

Manage executive inboxes end-to-end, including daily triage, drafting and proofreading correspondence, structured filing, version control, and audit-ready records.

Proactively manage complex executive calendars with a 3–4 week forward view, maintaining recurring rhythms, resolving conflicts, and responding to changes within 24 hours.

Coordinate meetings and forums end-to-end by preparing agendas and materials, confirming attendance and tech needs, capturing actions, and driving timely follow-ups.

Support enterprise and executive business rhythms (e.g., ELT, RevCo, Town Halls, planning cycles) through clear cadences, pre-reads, logistics, and communications.

Plan and manage executive travel and events end-to-end, including itineraries, venues, catering, budgets, and contingencies, ensuring accuracy and compliance.

Track projects, tasks, and deliverables using central tools (e.g., MS Planner, Loop, Monday.com, SharePoint), ensuring visibility, zero overdue actions, and prompt escalation of blockers.

Provide budget and expense oversight for travel, events, and departmental activities, including reconciliation, reporting, and supplier coordination.

Drive continuous improvement by streamlining workflows, leveraging automation and AI tools, maintaining governance and confidentiality, and mitigating operational risks.

Requirements

• Bachelor’s degree in Business Administration or related field preferred, with 3+ years as a C-Suite EA.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Planner) and comfort with digital tools, automation, and AI.
• Strong organizational, time-management, and problem-solving skills, able to manage competing priorities and adapt to deadlines.
• Excellent communication skills for drafting professional correspondence and executive documentation, ensuring confidentiality.
• Proactive and independent work style, capable of building relationships and coordinating travel, events, budgets, and vendors.

Benefits

• Salary increments on the 6th and 12th months, with annual performance appraisals
• 500K per incident HMO coverage + Dental & Optical benefits
• Career growth opportunities
• 2-week paid Christmas vacation

25K Educational Assistance

• Referral bonuses
• Leave encashments
• Company savings plan
• Fixed Schedule of Mon-Fri from 7 AM to 4 PM
• Visit website

ABOUT US

VBP is an Australian company with operations in the Philippines that provides business growth, consulting, and delivery capabilities to more than 260 of the most innovative and disruptive financial services firms across Australia.

Our consulting-led approach leverages services in strategy, process improvement, intelligent automation, data analytics, and operations. We specialise in supporting financial firms, accounting practices, and mortgage brokers.

HOW WE STARTED

In 2013, VBP embarked on a visionary journey to transform how advice is delivered in Australia. From humble beginnings, we steadily evolved and embraced an open book management system by adapting the Great Game of Business in February 2021, and in the same year, we secured our first Great Place To Work certification.

Expanding our reach became a defining theme in our journey. In July 2022, we proudly celebrated the achievement of 1000 dedicated Team Members.

We have offices in Cebu and in Cagayan de Oro, with our third and newest office launched last August 2023 at JEG Tower. 2023 marks a pivotal moment for our business as we completed the strategic acquisition of Elixir Consulting, strengthening our position in the Australian Consulting space and supporting our expanded service offering. We also won our GGOB Healthy Company Award, maintained our GPTW certification and ISO certification, and became a certified B Corporation.

These milestones reflect not only our commitment to growth but also the vibrant community we’ve fostered, laying the foundation for a remarkable legacy as expert growth partners for Australian financial services firms.

WHAT WE OFFER

we have a deep understanding of the everyday challenges and insights into the strengths of enterprises we encounter. At VBP, we specialise in enhancing operational efficiencies and addressing cost-to-serve challenges for financial services firms. Our focus revolves around four key service:

Accounting, Bookkeeping, and Report Management

Financial Planning Assistance

Mortgage Broking Assistance

Paraplanning

In addition to these core services, we offer tailored business consulting services to optimise back-office operations across these four critical areas. With its offers and services, VBP aims to streamline Australian financial service firms’ operations and elevate their business to the next level.

To learn more about us, visit http://vbp.au.

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