Senior Executive Assistant

Overview of the Role

The Senior Executive Assistant will provide high-level administrative and strategic support to the Executive Leadership Team (ELT) and assigned executives, ensuring:
Disciplined email management and prioritisation.
Proactive calendar control and maintenance of business rhythms.
Rigorous meeting preparation and follow-through.
Seamless travel and event coordination.
Governance-compliant information handling and confidentiality.
Effective use of technology and digital tools to streamline workflows, automate routine tasks, and enhance efficiency across the EA function.

Main duties include

Strategic Support, Alignment & Leadership

• Act as a strategic filter for requests, ensuring alignment with executive priorities and organizational goals.
• Provide concise summaries of key issues, options, and recommendations for executive decision-making.
• Build and maintain trusted relationships with ELT members and key stakeholders; act as a reliable point of contact and ensure timely, accurate responses to inquiries.
• Represent executives professionally in all interactions, fostering confidence and collaboration across internal and external networks.
• Anticipate strategic needs and provide insights that support decision-making and long-term planning.

Email & Communication Management

Daily inbox triage for assigned executives.

Acknowledge stakeholder emails in a timely manner, respond promptly to meeting requests, and maintain a clear confirmation trail; ensure all meetings include context and preparation, and keep contact lists updated monthly.

Maintain structured folders and categories.

Forward finance-related receipts to Billing and file per policy; maintain version control and audit trail.

Email travel and accommodation confirmations at least a week prior and update where changes are relevant

Draft, proof, and send professional communications; uphold privacy and confidentiality.

Calendar & Scheduling

• Proactively manage executive calendars 3–4 weeks ahead; avoid conflicts and anticipate trade-offs.
• Maintain calendar hygiene: weekly review, consistent naming conventions, and 12-month lookahead for recurring meetings.
• Schedule/reschedule internal and external appointments; respond to cancellations or changes within 24 hours.
• Prepare and send agendas and materials at least 1 week prior; confirm attendance and tech requirements.
• Maintain recurring rhythms for assigned executives and Calendar Manager.

Meeting Coordination & Documentation

• Prepare agenda templates and follow-up actions; ensure presentation of first drafts delivered 48–72 hours before deadlines with 90%+ approval on first-round drafts.
• Coordinate RevCo Monthly rhythms.
• Record meetings when required; maintain action logs and follow up within 24 hours; ensure template consistency and daily follow-up on actions.
• Create and maintain standard capture tools for agendas, minutes, and actions.

Travel & Event Coordination

Organise end-to-end travel itineraries (flights, accommodation, ground transport) with approved providers; confirm bookings within 48 hours and deliver at least 1 week prior before departure.

Maintain Travel folder for confirmed itineraries, monitor changes, cancellations, and contingencies.

Plan venues and catering for events/planning days; manage dietary requirements and budgets; liaise with internal/external contacts.

Coordinate external meeting rooms/hot desk bookings across sites for executives and stakeholders.

Business Rhythm & Planning

• Establish and maintain clear communication cadences for recurring business rhythms.
• Quarterly/Annual ELT Planning: manage pre-read and pre-work reminders, collate logistics (venue, accommodation, flights, attendees, catering, AV, setup).
• Town Hall management: diarise and maintain quarterly cadence; prepare materials and comms; ensure readiness and follow-up.
• Maintain enterprise calendar elements and templates.
• Ensure stakeholders are informed, engaged, and prepared for their involvement through timely updates and structured communication

Project & Task Tracking & Technology

Use a central and efficient task tracking tools (MS Planner, Microsoft Loop, Monday.com, and SharePoint) to track tasks and deliverables; maintain active tracker for 100% of projects/tasks with no overdue dates.

Zero overdue tasks daily; flag blockers as soon as possible.

Provide weekly status updates and end-of-day summaries to executives as required.

Leverage automation/AI and digital tools to reduce manual workload and improve accuracy.

Adhere to all deadlines (100% compliance); maintain professional representation in all communications; secure positive feedback monthly.

Financial & Budget Oversight

• Track budgets for events, travel, and departmental activities; reconcile expenses and prepare reports where required.
• Liaise with suppliers to secure competitive pricing and favorable terms for services and events.

Continuous Improvement & Innovation

• Regularly review workflows to eliminate bottlenecks and implement automation where possible.
• Respond quickly to emerging challenges, applying critical thinking and creative solutions to maintain operational flow.
• Adapt plans and priorities in response to shifting circumstances without compromising deadlines or quality.
• Stay ahead of emerging tools (AI assistants, workflow automation) and train executives on adoption.

Document & Information Management

• Ensure accurate filing, version control, and rapid retrieval of critical documents.
• Maintain confidentiality and privacy; apply governance protocols.
• Create SOPs for repeatable processes; identify and implement process improvements.

Risk Management

• Monitor and mitigate operational risks, ensuring compliance with legal, financial, and ethical standards.
• Maintain audit-ready documentation and prepare contingency plans for critical activities and events.

Requirements

• Proven experience as an Executive Assistant supporting senior executives or leadership teams in a complex, fast-paced environment.
• Advanced proficiency in Microsoft 365 suite (Outlook, Teams, SharePoint, Planner) and ability to leverage digital tools for workflow automation and efficiency.
• Exceptional organizational and time management skills, with the ability to manage multiple priorities and maintain accuracy under pressure.
• Proactive and anticipatory mindset—able to identify needs, solve problems, and take initiative without constant supervision.
• Strong decision-making and problem-solving skills, with adaptability to shifting priorities and deadlines.
• Excellent verbal and written communication skills, including drafting professional correspondence and preparing executive-level documentation.
• High level of confidentiality and governance awareness, ensuring compliance in handling sensitive information.
• Experience in travel and event coordination, including multiple locations / multiple-day events, budget tracking and vendor management.
• Comfort with technology and innovation, including willingness to adopt and champion new tools (AI assistants, workflow automation).
• Relationship-building skills, with the ability to represent executives professionally and collaborate effectively across all levels.
• Continuous improvement mindset, focused on streamlining processes and enhancing operational excellence.

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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