Philippines Job Openings

TOA Global

Executive Assistant (with more than 10 years of experience)

Angeles

FULL TIME

September 15, 2024

Experienced Executive Assistant (at least 10 years experience)
Location: Clark/Cebu/Tarlac
Shift: Monday - Friday, 7AM - 4PM PH Time
Arrangement: Onsite

Unlock your potential! At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, Philippines, South Africa, and South America, supporting our global clients in the accounting industry.
About this role…
An Executive Assistant (EA) plays a crucial role in supporting CEOs by efficiently managing tasks, calendars, and emails.
The EA will be a motivated, energetic, progressive, and career-driven person who takes initiative.

Here are the key responsibilities:
Task Management
1. Prioritisation: Assist the CEO in prioritising tasks based on urgency and importance, ensuring critical tasks are addressed promptly.
2. Delegation: Identify tasks suitable for delegation to other team members, freeing up the CEO’s time for strategic activities.
3. Follow-ups: Track progress on delegated tasks and follow up with team members to meet deadlines.
4. Organisation: Utilise Click Up to monitor tasks, deadlines, and progress, providing regular updates to the CEO.
5. Maintain the following Registers:
1. Gift Registry (prompting when future gifts are to be arranged)
2. *Other Registers that we may want to be maintained & Tracked*
6. Click up reporting for Key Staff:
o Export tasks for Key Staff
o Email update to them each morning with their upcoming Tasks:
 Overdue, Today, Tomorrow, upcoming week
o Highlight to Mel Overdue Tasks

Diary Management
1. Scheduling: Manage the CEO’s calendar by scheduling meetings, appointments, and events, avoiding conflicts.
2. CEO Preparation: Ensure the CEO is well-prepared for meetings by providing necessary documents, agendas, and background information. Consider including a standard meeting blurb in invitations, requesting agendas in advance.
3. General Preparation: Notify the Admin Team if a meeting occurs during mealtime at Crown or Kenthurst, so they can arrange catering. If the meeting is at a restaurant, book a table.
4. Buffer Time: Schedule buffer time between meetings to allow the CEO to prepare, debrief, or take breaks.
5. Reminders: Set reminders for upcoming appointments and tasks, helping the CEO stay on track. Consider sending a daily priority list via Click Up.
6. Reoccurring meetings: Ensure meetings are scheduled as per the SLT agreed meeting schedule protocol
i.e. bi-monthly group meetings, fortnightly SLT Meetings, HR meetings per the HR schedule, Key Staff periodic catch-ups – including requesting details/agendas the appropriate number of days in advance and following up to ensure required information is received for meetings.

Email Management
1. Inbox Organisation: Regularly categorise emails in the CEO’s inbox based on priority and urgency.
2. Email Triage: Screen incoming emails, handling those within the EA’s capacity and escalating important or urgent emails to the CEO.
3. Draft Responses: Prepare draft email responses for the CEO’s review and approval, saving their time.
4. Follow-ups: Check the sent items folder to ensure follow-up emails are sent and responses received. Update Click Up as needed.
5. Filtering: Set up filters and rules in the email client to automatically sort and prioritise emails.
6. Archiving: File emails that have been addressed and closed out to declutter the CEO’s inbox.

By effectively managing these areas, an EA enables the CEO to focus on strategic decision-making and leadership tasks, promoting organisation and productivity.
Travel Management
  • Booking flights, accommodation
  • Booking Restaurants
  • Preparing Itineraries
  • Confirming arrangements in advance of travel to ensure Ritchie does not miss bookings / re-schedule where required
Finance Management
  • Retaining all expense receipts
  • Remitting to Finance (as per their required protocols)
Confidentiality and Discretion:
  • Maintain strict confidentiality regarding sensitive information, including business strategies, financial data, and personal matters.
  • Exercise discretion when handling confidential documents or discussions.
Technology Proficiency:
  • Familiarise yourself with relevant software tools beyond Click Up, such as Microsoft Office Suite, (Proficiency of Excel), and project management platforms.
  • Be adaptable to new tools and technologies.
Research and Reporting:
  • Research: Using AI tools to research, prepare basic proposal templates, and prepare summaries of investments.
Ad Hoc Tasks:
  • Be prepared to handle unexpected tasks, urgent requests, or last-minute changes.
  • Adaptability and resourcefulness are key.
About you…
  • Proven experience as a personal executive assistant or similar role, with a minimum of 10 years of relevant work experience or with any experience below:
  • Law background with 10+ years of experience + assistant experience.
  • Engineer/ Senior Project Manager (10+ years' experience with an overseas or internationally recognised company).
  • EA to a Director with Senior Project Manager roles at an internationally recognised company.
  • Diploma or degree in Business Administration or related field required.
  • Excellent communication skills both verbal and written.
  • Strong organizational and time-management skills.
  • Able to learn new processes quickly & has a high level of attention to detail
  • Able to work independently and be accountable for jobs completed
  • Proficiency in MS Office, particularly Excel for data analysis.
  • Technology Savvy – high level of understanding of software programs.
What’s in it for you?
  • A competitive salary
  • Health Insurance, and Life Insurance coverage
  • 21 annual paid leaves
  • Annual increase (Annual Performance Review)
  • Tenure Recognition Program
  • Access to certifications and courses from Ab2 Institute of Accounting
  • 20+ options of free coffee and chocolate drinks
  • Billiards, table tennis, or foosball in our breakout room
  • Work-life balance and logging off on time for you to enjoy more personal time.
  • A genuinely diverse, caring, supportive and high achieving team environment
  • Ongoing training, development and career progression opportunities
  • Free & conveniently located onsite parking.
We live by our VALUES to cultivate and foster growth and innovation.
BE AWESOME: Exceptional individuals create collective genius. We celebrate success, reward outstanding performance, and make work fun by fostering a supportive and inspiring environment.
KEEP IT REAL: We value honesty, accountability, and open communication. We own our actions, prioritize compassion, empathy, and understanding, and foster meaningful conversations.
BRING THE WOW: We strive for excellence in everything we do. Going the extra mile is our standard, as we are committed to delivering outstanding results.
DREAM BIG: We embrace a culture of continuous learning, exploration, and improvement. With ambitious goals, we constantly seek knowledge and self-improvement.
Visit us at: https://careers.toaglobal.com/
Join TOA Global and experience the difference!
We passionately embrace diversity and inclusion in all aspects of our organization. We believe by fostering an environment that values and celebrates individuals from diverse backgrounds, we unlock innovation, drive creativity, and amplify our ability to serve our customers and communities with excellence.
Job Types: Full-time, Permanent
Pay: From Php50,000.00 per month
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