Executive Assistant | Media Meter Inc.
M2.0 Communications Inc.
Date: 2 weeks ago
City: Quezon City
Contract type: Full time
Job Title: Executive Assistant
Full-Time Onsite, Monday to Friday ( 8 am - 5 pm)
Position Summary
This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information.
Key Responsibilities
Executive Support:
Minimum Qualifications:
Full-Time Onsite, Monday to Friday ( 8 am - 5 pm)
Position Summary
This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information.
Key Responsibilities
Executive Support:
- Manage the COO’s calendar, schedule meetings, and arrange appointments.
- Prioritize and organize daily tasks, ensuring all deadlines are met.
- Coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings.
- Handle and prioritize incoming communications, including emails, phone calls, and correspondence.
- Assist with the planning and execution of key operational projects by tracking progress and ensuring that deadlines and deliverables are met.
- Assist various teams across the organization by coordinating project meetings, creating presentations, and gathering and organizing data and reports.
- Track the status of operational initiatives and provide updates to the COO.
- Act as the main point of contact between the COO and internal/external stakeholders, ensuring professional and effective communication.
- Draft and proofread emails, presentations, reports, and other documents on behalf of the COO.
- Manage confidential and sensitive information with discretion and professionalism.
- Manage and organize documents, contracts, and records related to operations.
- Assist with the preparation of operational reports and performance tracking documents.
- Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance.
- 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.
- Manage visa applications, work permits, and other immigration documentation for executive travel.
- Liaise with visa agencies, consulates, and immigration consultants to ensure timely submission and processing of documents.
- Communicate with embassies and consulates for appointment scheduling, documentation requirements, and urgent travel approvals.
- Ensure proper notarization, legalization, and authentication of documents as required by destination countries.
- Keep accurate records of embassy visits, correspondence, and related documentation.
- Schedule and manage doctor, specialist, and medical appointments for the executive and their family members.
- Maintain a confidential log of medical appointments, prescriptions, and follow-up actions.
- Coordinate with medical providers, clinics, and pharmacies for health-related needs.
- Handle medical insurance documents and claims processing as required.
- Manage personal calendar items, including family events, school meetings, and appointments.
- Liaise with household staff, drivers, or nannies to ensure smooth operations for the family.
Minimum Qualifications:
- Bachelor’s degree in Business Administration, Communications, or a related field.
- 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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