Executive Assistant

M2.0 Communications Inc.


Date: 3 weeks ago
City: Quezon City
Contract type: Full time
Key Responsibilities

  • Executive Support:
    • Manage the COO’s calendar, schedule meetings, and handle daily tasks to ensure deadlines are met.
    • Prepare meeting agendas, materials, and follow-ups.
    • Prioritize and manage incoming communications.
  • Project Coordination:
    • Support operational projects by tracking progress and deliverables.
    • Coordinate project meetings, create presentations, and compile reports.
    • Provide regular updates to the COO.
  • Communication and Liaison:
    • Serve as the primary contact between the COO and stakeholders.
    • Draft and review professional communications and documents.
    • Handle sensitive information with discretion.
  • Office and Operational Support:
    • Manages operational documentation, performance reports, and ensures streamlined interdepartmental workflows to support daily business continuity.
  • Event Planning and Travel Management:
    • Oversees end-to-end planning of executive travel and company events, ensuring adherence to policy, accuracy in logistics, and executive readiness through detailed itineraries.
  • Travel Arrangements:
    • Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance.
    • Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies.
    • Prepare detailed travel briefs and itineraries for executives and stakeholders.
  • Visa & Immigration Processing:
    • Manage visa, work permit, and immigration processes.
    • Coordinate with agencies and consulates to ensure timely document submission and compliance.
  • Embassy & Consular Coordination:
    • Facilitates embassy coordination for document authentication, scheduling, and travel clearance.
    • Maintains meticulous records of consular activities..
  • Medical & Health Support:
    • Coordinates confidential healthcare logistics for the executive and their family members.
    • Manage medical logs, liaise with healthcare providers, and handle insurance and claims.
  • Personal & Family Assistance:
    • Oversee personal calendar items, errands, and family needs.
    • Coordinates with household staff and maintains updated contacts for service providers, healthcare professionals, and personal networks.
  • Additional Duties:
    • Assist with special projects and research.
    • Proactively suggest improvements to enhance operational efficiency.
Minimum Qualifications

Education and Experience:

  • Bachelor’s degree in Business Administration, Communications, or a related field.
  • Open to fresh graduates. Relevant internships or coursework in administrative support or operations is a plus.

Skills

  • Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
  • Strong verbal and written communication skills.
  • Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
  • Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Strong problem-solving skills, decision-making, and attention to detail.
  • Ability to work independently, show initiative, and be resourceful.

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