Executive Assistant

About The Ortus Club

The Ortus Club is a B2B marketing company specializing in virtual and in-person knowledge-sharing discussions.

Our experienced team runs approximately 50 events a month, striving to curate intimate gatherings that bring together senior executives and thought leaders across various industries. We help them create meaningful connections and insightful discussions that can start innovative business relationships by providing an environment for them to engage in candid conversations, share best practices, and explore new opportunities.

We are a young, multicultural team of 130, scattered around the world with offices in the Philippines, Italy, and Kosovo. We encourage you to take a look at our Meet the Team section on our careers page!

The Role

The Ortus Club is seeking an ambitious and resourceful Executive Assistant to join our dynamic team and play a pivotal role in supporting our top-level executives. As an Executive Assistant, you will work closely with one of our managing partners, providing high-level administrative assistance and contributing to the smooth operation of our organization.

Responsibilities:

• Efficiently manage calendars, coordinating meetings, appointments, and travel logistics.
• Coordinate and manage marketing campaign calendars, ensuring timely execution of projects, meetings, and content deadlines.
• Act as a liaison between the managing partner, the marketing team, and external vendors, screening communications and addressing marketing inquiries.
• Provide detailed daily and hourly schedule updates.
• Prioritize and handle time-sensitive issues, ensuring prompt follow-up.
• Serve as a reliable liaison between the managing partner, Ortus Club team members, and the public, screening calls and visitors.
• Take charge of travel arrangements, including flights, accommodation, and ground transportation.
• Organize departmental meetings, prepare agendas, and contribute to meeting notes.
• Manage email inboxes, draft routine correspondence, and assist in presentation development.
• Execute special projects and embrace additional duties as assigned.
• Streamline and manage files, ensuring organizational efficiency.
• Execute errands as requested.

Qualifications:

• 2-3 years of experience
• Bachelor’s degree from a leading university
• Fluency in English
• Excellent presentation and communication skills
• Fast learner and keen attention to detail
• Capacity to adapt to different environments and out-of-the-box situations
• Impeccable work ethic and high level of energy
• Excellent organizational and time-management skills, with the ability to multitask and prioritize effectively

Why you should join the club:

• Government benefits + 13th month pay
• HMO (upon regularization)
• Paid leaves + other allowances (on day 1)
• Company equipment (Macbook Air) and welcome kit
• Monthly performance appraisal during your first 6 months (and then quarterly thereafter)
• Anniversary bonus + company merch for milestones
• Team hangouts and company-wide events
• Team clubs (sports, hobbies, activities, etc.) and perks (wellness, fitness, finance)