Executive Assistant

Your Career, Our Commitment to Excellence

At Emapta, we believe that extraordinary careers are built on exceptional opportunities.

As a global outsourcing specialist, we connect top talent with leading companies worldwide. With over 19 strategic office locations and a community of more than 9,300 skilled professionals, we empower individuals to achieve their full potential. Our commitment to growth, innovation, and collaboration ensures you’ll thrive in a supportive, inclusive environment where your success is our priority. Join us and discover why Emapta is the employer of choice for thousands worldwide.

Job Description

As an Executive Assistant, you will provide both on-site and remote support to senior executives, ensuring seamless operations. Your role includes project management, calendar and meeting coordination, email and travel management, expense tracking, client relationship support, and documentation preparation. You’ll handle key administrative tasks to enhance efficiency and executive productivity.

Job Overview

Employment Type: Full-time

Shift: Semi-Flexi

Work Setup: Hybrid, NCR

Exciting Perks Await!

• HMO coverage with free dependent upon regularization
• Competitive Salary Package
• Hybrid work arrangement
• Prime office locations in Metro Manila (Easy access to MRT stations, restaurants, and banks)
• Semi flexible shift schedule
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit https://bit.ly/EmaptaTrainingCalendar)
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

• At least 5 years of proven experience as an Executive Assistant, preferably in BPO or similar industries.
• Bachelor's degree or equivalent experience.
• Experience supporting client services and operations executives.
• Strong project management skills with a proven track record of execution.
• Excellent organizational, analytical, and time-management abilities.
• Exceptional verbal and written communication skills, with fluency in English for US, Europe, and AU markets.
• Proficiency in Microsoft Word, Excel, SharePoint, Outlook, and PowerPoint.
• Strong written and oral communication abilities.
• Ability to work autonomously, demonstrating strong time management skills.
• Capacity to collaborate with various levels of personnel within the organization.
• Flexibility in work hours to accommodate executive needs.
• Proven analytical skills, with the ability to interpret data and present insights.
• Confidence in decision-making and the ability to manage high-level relationships.
• Ability to work under pressure, adapt to dynamic business environments, and maintain professionalism and poise.
• Proficiency in Microsoft Office Suite, Google Workspace, Teams, PowerPoint, and Canva.

Your Daily Tasks

Strategic and Executive Support

• Work closely with executives to understand and implement strategic initiatives, ensuring alignment with organizational goals.
• Adapt to, anticipate, and respond to the evolving strategies and needs of the leadership team and department.
• Streamline workflow by organizing schedules, coordinating meetings, and prioritizing tasks to optimize executive time and focus.

Administrative Support

• Act as the primary point of contact among executives, clients, and internal/external partners.
• Prepare for meetings, including organizing materials, tracking minutes, monitoring action item progress, and revising correspondence and other documents as needed.
• Manage and sort emails, file appropriate documents, and take action on pending items accordingly.
• Play a pivotal role in planning and organizing division-wide events.
• Coordinate with vendors and key personnel to secure necessary items and services.
• Write, store, and disseminate meeting minutes while ensuring action steps are assigned and completed.

Communication and Correspondence

• Receive and screen communications to executives, including calls and emails, prioritizing those requiring immediate attention.
• Research and respond to communications as appropriate and in a timely manner.
• Format and prepare internal and external communications such as memos, emails, presentations, and reports.
• Serve as a communication bridge between the executive and stakeholders, demonstrating leadership and process excellence.
• Act as a key liaison for executives, ensuring seamless communication with various departments, clients, and stakeholders.
• Draft, edit, and manage important documents, presentations, and correspondence tailored for the US market.
• Attend meetings on behalf of executives, provide recommendations, assist in action planning, and help set performance criteria aligned with business strategies.

Travel and Calendar Management

• Build, lead, and organize executive schedules and meetings.
• Coordinate and set up meetings, ensuring proper notifications to attendees.
• Book and manage travel arrangements, including flights, transportation, and accommodations.
• Maintain executive calendars and schedules.

Reporting and Documentation

• Evaluate the effectiveness of implemented strategies and recommend improvements.
• Prepare and submit reports as requested by the immediate manager.
• Maintain an efficient and organized filing system, ensuring easy access to pertinent information.
• Assist in compiling, reviewing, and presenting reports on performance, project progress, and key metrics.
• Represent and report on behalf of the Client Solutions Director when required.

Project Coordination and Management

• Perform special projects and other duties as assigned.
• Prioritize and manage multiple projects simultaneously.
• Ensure projects are delivered on time, within scope, and within budget.
• Monitor project milestones, identify improvement areas, and implement action plans to drive project success.

Welcome to Emapta Philippines!

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here with competitive compensation, international clients, and a culture centered on collaboration and innovation. Work with global leaders across industries while enjoying a strong support system and unparalleled professional development. We empower your success in an inclusive, growth-driven environment.

Apply now and be part of the #EmaptaEra!

Your Career, Our Commitment to Excellence

At Emapta, we believe that extraordinary careers are built on exceptional opportunities.

As a global outsourcing specialist, we connect top talent with leading companies worldwide. With over 19 strategic office locations and a community of more than 9,300 skilled professionals, we empower individuals to achieve their full potential. Our commitment to growth, innovation, and collaboration ensures you’ll thrive in a supportive, inclusive environment where your success is our priority. Join us and discover why Emapta is the employer of choice for thousands worldwide.

Job Description

As an Executive Assistant, you will provide both on-site and remote support to senior executives, ensuring seamless operations. Your role includes project management, calendar and meeting coordination, email and travel management, expense tracking, client relationship support, and documentation preparation. You’ll handle key administrative tasks to enhance efficiency and executive productivity.

Job Overview

Employment Type: Full-time

Shift: Semi-Flexi

Work Setup: Hybrid, NCR

Exciting Perks Await!

• HMO coverage with free dependent upon regularization
• Competitive Salary Package
• Hybrid work arrangement
• Prime office locations in Metro Manila (Easy access to MRT stations, restaurants, and banks)
• Semi flexible shift schedule
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit https://bit.ly/EmaptaTrainingCalendar)
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

• At least 5 years of proven experience as an Executive Assistant, preferably in BPO or similar industries.
• Bachelor's degree or equivalent experience.
• Experience supporting client services and operations executives.
• Strong project management skills with a proven track record of execution.
• Excellent organizational, analytical, and time-management abilities.
• Exceptional verbal and written communication skills, with fluency in English for US, Europe, and AU markets.
• Proficiency in Microsoft Word, Excel, SharePoint, Outlook, and PowerPoint.
• Strong written and oral communication abilities.
• Ability to work autonomously, demonstrating strong time management skills.
• Capacity to collaborate with various levels of personnel within the organization.
• Flexibility in work hours to accommodate executive needs.
• Proven analytical skills, with the ability to interpret data and present insights.
• Confidence in decision-making and the ability to manage high-level relationships.
• Ability to work under pressure, adapt to dynamic business environments, and maintain professionalism and poise.
• Proficiency in Microsoft Office Suite, Google Workspace, Teams, PowerPoint, and Canva.

Your Daily Tasks

Strategic and Executive Support

• Work closely with executives to understand and implement strategic initiatives, ensuring alignment with organizational goals.
• Adapt to, anticipate, and respond to the evolving strategies and needs of the leadership team and department.
• Streamline workflow by organizing schedules, coordinating meetings, and prioritizing tasks to optimize executive time and focus.

Administrative Support

• Act as the primary point of contact among executives, clients, and internal/external partners.
• Prepare for meetings, including organizing materials, tracking minutes, monitoring action item progress, and revising correspondence and other documents as needed.
• Manage and sort emails, file appropriate documents, and take action on pending items accordingly.
• Play a pivotal role in planning and organizing division-wide events.
• Coordinate with vendors and key personnel to secure necessary items and services.
• Write, store, and disseminate meeting minutes while ensuring action steps are assigned and completed.

Communication and Correspondence

• Receive and screen communications to executives, including calls and emails, prioritizing those requiring immediate attention.
• Research and respond to communications as appropriate and in a timely manner.
• Format and prepare internal and external communications such as memos, emails, presentations, and reports.
• Serve as a communication bridge between the executive and stakeholders, demonstrating leadership and process excellence.
• Act as a key liaison for executives, ensuring seamless communication with various departments, clients, and stakeholders.
• Draft, edit, and manage important documents, presentations, and correspondence tailored for the US market.
• Attend meetings on behalf of executives, provide recommendations, assist in action planning, and help set performance criteria aligned with business strategies.

Travel and Calendar Management

• Build, lead, and organize executive schedules and meetings.
• Coordinate and set up meetings, ensuring proper notifications to attendees.
• Book and manage travel arrangements, including flights, transportation, and accommodations.
• Maintain executive calendars and schedules.

Reporting and Documentation

• Evaluate the effectiveness of implemented strategies and recommend improvements.
• Prepare and submit reports as requested by the immediate manager.
• Maintain an efficient and organized filing system, ensuring easy access to pertinent information.
• Assist in compiling, reviewing, and presenting reports on performance, project progress, and key metrics.
• Represent and report on behalf of the Client Solutions Director when required.

Project Coordination and Management

• Perform special projects and other duties as assigned.
• Prioritize and manage multiple projects simultaneously.
• Ensure projects are delivered on time, within scope, and within budget.
• Monitor project milestones, identify improvement areas, and implement action plans to drive project success.

Welcome to Emapta Philippines!

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here with competitive compensation, international clients, and a culture centered on collaboration and innovation. Work with global leaders across industries while enjoying a strong support system and unparalleled professional development. We empower your success in an inclusive, growth-driven environment.

Apply now and be part of the #EmaptaEra!