Provides comprehensive support to the Chief Executive, including calendar and email management, scheduling, correspondence, travel coordination, event planning, research, meeting preparation, and action-item tracking. Coordinates leadership, organizational, volunteer, and strategic initiatives while maintaining confidential records and executive files. The role also supports recruiting administration, develops efficiency workflows, manages vendors and communications, and follows up on deadlines across remote and on-site teams.
Looking to take your career to the next level? Then this role is for you!
Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!
Profile Requirements:
- Min 2.5 Years of Proven Experience as an Executive Assistant, Senior Executive Assistant, Executive Operations Coordinator, Chief of Staff, or similar role
- Experience directly supporting a CEO, founder, senior executive, or high-level leader
- Exceptional calendar management, scheduling, organization, and administrative skills
- Experience coordinating complex projects, events, and strategic initiatives
- Excellent written and verbal communication skills
- Professional and polished when communicating with executives, VIPs, employees, and external partners
- Strong research, problem-solving, and decision-making abilities
- Exceptional attention to detail with the ability to manage multiple priorities simultaneously
- Proficiency with Microsoft Office, Google Workspace, Zoom, calendar platforms, and project management software
- Experience with Planning Center or similar organizational management platforms is preferred
- Ability to anticipate executive needs and work independently with minimal supervision
- High level of professionalism, maturity, discretion, and confidentiality
Core responsibilities:
- Manage the Chief Executive’s calendar, appointments, meetings, priorities, deadlines, and scheduling requests
- Manage executive emails, phone calls, correspondence, invitations, and follow-up activities
- Keep the Chief Executive informed of important organizational developments, outstanding issues, and upcoming priorities
- Coordinate communication between leadership, employees, volunteers, vendors, and external partners
- Track executive directives, projects, commitments, and action items through completion
- Prepare meeting agendas, briefing documents, talking points, presentations, reports, and executive correspondence
- Conduct research and provide concise summaries to support executive decision-making
- Maintain and audit the organization’s Master Calendar for meetings, events, programs, and executive commitments
- Coordinate planning for services, programs, organizational events, and other major initiatives
- Review upcoming production elements, schedules, talking points, and event requirements
- Coordinate remotely with on-site personnel to ensure operational and event requirements are completed
- Plan and coordinate leadership gatherings, fundraisers, networking events, private functions, and other special events
- Research conferences, galas, business functions, networking opportunities, and other events that support executive relationship-building
- Manage invitations, RSVPs, registrations, vendors, itineraries, and event logistics
- Coordinate executive travel including flights, hotels, transportation, reservations, and detailed itineraries
- Research and coordinate executive leisure experiences, wellness appointments, and occasional personal scheduling when requested
- Support the management and continued development of leadership, education, volunteer, community, and organizational programs
- Coordinate with program leaders to monitor deadlines, communications, participation, and upcoming initiatives
- Assist with coordinating and assigning responsibilities to administrative support personnel and volunteers
- Support recruiting administration, including applicant communication and interview scheduling
- Coordinate executive communications including thank-you messages, congratulations, acknowledgments, and sensitive outreach
- Maintain agendas and follow-up activities for executive, operations, leadership, and event meetings
- Monitor organizational deadlines and proactively follow up with responsible team members
- Maintain organized digital records, executive files, confidential documents, and approved account information
- Develop workflows, checklists, templates, and processes that improve executive and organizational efficiency
- Assist with special projects and strategic initiatives from planning through completion
- Perform additional executive, administrative, and operational responsibilities as assigned
Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.
Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!
This is a remote position.
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