Executive Assistant to the cooKIT Properties Inc

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support to the President/Chief Operating Officer of the company. The EA ensures smooth coordination across executive functions, manages sensitive information with discretion, and enables the President/COO to focus on leadership, strategic planning, and business development.
 
Key Responsibilities
1.    Executive Support & Administration
o    Manage the President/COO's daily calendar, appointments, meetings, conferences, and travel itineraries.
o    Prioritize and screen emails, calls, and correspondence; prepare responses as needed.
o    Organize executive files, documents, and records, ensuring efficient retrieval and confidentiality.
o    Prepare reports, presentations, and briefing materials for internal and external meetings.
o    Coordinate follow-through on tasks, commitments, and pending items of the President/COO.
2.    Board, Management & Stakeholder Coordination
o    Assist in preparing Board materials, minutes, resolutions, and executive summaries.
o    Coordinate with department heads, project teams, consultants, LGUs, government agencies, and external partners.
o    Serve as liaison between the President/COO and internal departments to ensure timely communication and alignment.
3.    Project & Operations Support
o    Track key project milestones, development timelines, and deliverables across properties.
o    Assist the President/COO in monitoring project progress, identifying concerns, and following up with teams for updates.
o    Prepare research summaries and project briefs related to land acquisition, permitting, finance, construction, and sales performance.
4.    Document Preparation & Communication
o    Draft letters, memos, agreements, and internal communications on behalf of the President/COO.
o    Review, edit, and format reports, presentations, and proposals prior to executive approval.
o    Maintain versions of documents, agreements, and critical project files.
5.    Meeting & Event Management
o    Prepare meeting agendas, presentations, and talking points; document minutes and monitor action items.
o    Organize stakeholder meetings, site visits, project inspections, and corporate events involving the President/COO.
6.    Confidential & Sensitive Information Handling
o    Manage confidential information involving corporate strategies, personnel matters, contracts, and financial data.
o    Uphold professional discretion at all times.
7.    Office & Process Efficiency
o    Recommend and implement improvements to office systems, workflows, templates, and communication processes.
o    Support administrative tasks for the Office of the President/COO, including budgeting, procurement, and compliance with internal policies.
 
Qualifications
Education
o    Bachelor's degree in Business Administration, Management, Real Estate, Architecture, Engineering, or related field.
 
Experience
o    At least 5+ years experience as an Executive Assistant, preferably supporting C-level executives.
o    Experience in property development, real estate, construction, or related industries is a strong advantage.
 
Skills
o    Excellent communication skills (written and verbal).
o    Strong organizational and project management capabilities.
o    High proficiency in MS Office, Google Workspace, and presentation tools.
o    Ability to multitask, prioritize, and meet tight deadlines.
o    Strong analytical, research, and documentation skills.
o    Interpersonal and stakeholder management skills.
 
Personal Attributes
o    High integrity and professionalism.
o    Strong sense of discretion and confidentiality.
o    Proactive, resourceful, and able to work independently.
o    Detail-oriented and highly reliable.
o    Ability to work in a fast-paced, dynamic environment.
 
Key Performance Indicators (KPIs)
o    Timeliness and quality of deliverables (reports, presentations, briefing materials).
o    Calendar efficiency and meeting coordination effectiveness.
o    Accuracy and reliability of project tracking and follow-up.
o    Responsiveness and quality of communications prepared for the President/COO.
o    Stakeholder satisfaction and smooth interdepartmental coordination.