Overview
At Remote Bears, we are committed to connecting top talent with exciting opportunities across diverse industries. As a recruitment company, we specialize in helping professionals unlock their full potential while supporting businesses in finding the perfect fit for their teams. Join us and be part of a dynamic environment where growth and innovation drive everything we do.
Job description
We are seeking a highly organised and proactive Executive Assistant to provide comprehensive support to our Executive. The ideal candidate will act as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive’s office, handle sensitive information with discretion, and manage a wide variety of administrative tasks in a fast-paced environment.
Duties and responsibilities:

• Calendar Management: Coordinate and manage the executive’s calendar, ensuring efficient scheduling of meetings, appointments, and travel arrangements.
• Communication Liaison: Serve as the primary point of contact between the executive and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism.
• Meeting Coordination: Plan, organise, and prepare materials for meetings, including setting agendas, recording minutes, and following up on action items.
• Travel Arrangements: Arrange complex travel itineraries, including flights, accommodations, ground transportation, and managing any changes or adjustments.
• Document Preparation: Prepare reports, presentations, memos, and other documents as needed, ensuring accuracy and attention to detail.
• Project Management: Assist with special projects by tracking progress, coordinating resources, and ensuring timely completion.
• Expense Management: Prepare and track expense reports, process reimbursements, and ensure proper budget management for the executive’s office.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and ensure all communications are treated with appropriate security.
• Event Coordination: Organise and manage company events, team meetings, and other business-related functions, ensuring all logistics run smoothly.
• Stakeholder Relations: Build and maintain positive relationships with key partners, board members, and clients on behalf of the executive.

Key Success Indicators / Attributes:

• Ability to manage multiple tasks and prioritise effectively.
• Strong verbal and written communication for clear interactions.
• Trustworthiness in handling sensitive information.
• Capability to anticipate needs and develop practical solutions.
• Proficiency in office software and communication tools; adaptability to new technologies.
• Thoroughness in managing tasks and ensuring accuracy in documentation.
• Strong relationship-building skills to interact effectively with diverse personalities.
• Flexibility to adjust to changing priorities and thrive in a fast-paced environment.
• Expertise in managing schedules, deadlines, and meetings efficiently.
• Initiative in anticipating the needs of executives and taking action without prompting.

Working Relationships:

• Works closely with other stakeholders in your organisation

Minimum Qualifications:

• Experience: Minimum 5 years of experience in an executive assistant or similar role, supporting senior executives or C-level professionals.
• Education: Bachelor’s degree in Business Administration, Communications, or related field preferred, or equivalent experience.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook) and familiarity with tools like Zoom, Slack, and project management software (e.g., Asana, Trello).
• Communication: Exceptional verbal and written communication skills with the ability to draft clear, concise, and professional correspondence.
• Organisational Skills: Excellent time management, organisational abilities, and attention to detail, with the capacity to prioritise tasks and manage multiple projects simultaneously.
• Problem-Solving: Strong analytical and problem-solving skills with the ability to work independently and anticipate the needs of the executive.
• Confidentiality: Proven ability to handle confidential information with discretion and exercise a high degree of professionalism.
• Adaptability: Ability to thrive in a fast-paced environment and handle last-minute changes with flexibility and a positive attitude.
• Amenable to working on-site in Makati City

Job Types: Full-time, Permanent
Benefits:

• Health insurance
• Promotion to permanent employee

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental Pay:

• 13th month salary
• Overtime pay

Experience:

• Executive Assistant: 5 years (Required)

Language:

• English (Required)

Work Location: In person