Executive Assistant

POSITION DESCRIPTION:

This role provides vital support to the executive leadership of the Product team, ensuring seamless daily operations and efficient task management. The ideal candidate is highly organized, detail-oriented, and an excellent communicator with the ability to manage multiple priorities while maintaining discretion and confidentiality. A proactive mindset, strong problem-solving skills, and adaptability are key to success in this position.  

ROLES & RESPONSIBILITIES:

EXECUTIVE ASSISTANT 

• Calendar & Email Management: 

o Schedule and coordinate meetings, appointments, and travel arrangements, ensuring efficiency and minimizing conflicts. 

o Draft, review, and organize email communications, flagging high-priority items.  

• Follow-Up & Task Coordination:

o Track action items, deadlines, and deliverables, sending timely reminders and ensuring tasks are completed.  

o Monitor project progress, identifying roadblocks and facilitating resolutions.  

• Reports & Presentations:

o Prepare professional PowerPoint presentations and executive reports, ensuring clarity, accuracy, and visual appeal.   

o Leverage graphic design and data visualization tools to enhance communication and impact.  

• Data Management & Analysis:

o Collect and analyze data for strategic decision-making and executive insights.  

o Generate detailed reports with actionable recommendations based on accurate data interpretation.  

• Stakeholder Communication:

o Act as a liaison between executives and internal/external stakeholders, ensuring clear and professional communication. 

o Draft correspondence, meeting notes, and reports that reflect executive priorities and objectives.  

•  Confidentiality & Compliance:

o Handle sensitive business and personal information with the highest level of discretion. 

o Ensure compliance with company policies and industry regulations related to information security and executive affairs.  

• Event & Meeting Coordination:

o Plan and execute logistics for meetings, corporate events, and travel. 

o Oversee event budgets, timelines, and execution to ensure high-quality outcomes.  

•  Technology & Process Improvement:

o Quickly adapt to and leverage new technologies and software to improve efficiency. 

o Identify and implement process improvements that enhance workflow and executive productivity.  

• Problem Solving:

o Proactively identify gaps and inefficiencies, taking initiative to resolve issues quickly. 

o Provide innovative solutions to streamline daily executive operations and maximize effectiveness.  

•  Executive Support:

o Assist with various administrative tasks, including document preparation, filing, and special projects.  

o Maintain an organized environment, ensuring executives have the necessary resources.  

ADDITIONAL POSITION REQUIREMENTS 

GLOBAL: 
•    Work with the global product development teams to ensure global team efficiency and productivity.   
MEETINGS: 
•    Weekly 1:1 with direct manager 
•    Bi-Weekly / Weekly Product Development Meeting 
•    Monthly R&D meeting 
•    Monthly Innovation meeting 

SKILLS & EXPERIENCE 

1.    Bachelor’s degree in business administration, communications, or a related field.  
2.    Proven experience as an Executive Assistant, Administrative Assistant, or similar role.  
3.    Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.  
4.    Excellent verbal and written communication skills in English, with a clear and professional communication style.  
5.    Strong organizational and time management skills, with the ability to multitask effectively.  
6.    High level of professionalism, discretion, and confidentiality.  
7.    Ability to work independently and anticipate the needs of executives.  
8.    Exceptional problem-solving skills and attention to detail.  
9.    Familiarity with project management tools such as NetSuite & Wrike.  

KPI  

1. Task Completion Rate - Measure the percentage of assigned tasks completed on time. 

2. Communication - Quality and speed of communication, including email response time 

3. Team Effectiveness - Based on the team initiatives being completed on-time 

The candidate must be based in the Philippines.

Duty schedule: Mondays to Fridays, 8:00 AM to 5:00 PM EST