Executive AssistantMultiplyMii

Executive Assistant
Who are we:
MultiplyMii, a managed recruitment services company (the new aged BPO) is growing FAST and we are currently looking for an Executive Assistant who desires to be part of an exciting organization that rewards and appreciates its team members.
One unique benefit for you is that MultiplyMii will be there to hold your hand every step of the way, providing you with onboarding guidance, professional training, and attempts to cross every barrier to success as early as possible. We are here to give you every opportunity to succeed in this job and build yourself a stable, secure future.
What are we looking for:
We are in search of an Executive Assistant to the CCO & CEO who will play an integral role in supporting the success of the client by providing a variety of support services to our Chief Creative Officer and Chief
Executive Officer in a fast-paced environment. This individual will collaborate closely with the
CEO, the CCO, and all direct reports to plan, execute, and track critical business activities and
strategic projects.
The successful candidate will understand the core functions of the CCO and CEO, thrive in a team
environment, possess a high degree of self-confidence and executive presence, exercise
discretion and diplomacy in all interactions, have the ability to proactively anticipate and manage
challenges, be a self-starter with strong abilities to manage multiple responsibilities and prioritize
appropriately, work efficiently and remain flexible to changes in schedule and work hours
(including flexibility to work overtime as required).
Beyond your experience, we are also looking for someone who is professional and possesses impeccable English communication in written and verbal form.
This role is 100% remote work.
In this role you will:
Primary Objectives 20% BIG ROCKS - These must be done first and at all costs.
1. Maximizing the executive's time by reading, researching, and routing correspondence;
drafting emails and documents; collecting and analyzing information; initiating phone
calls on their behalf. (email inbox management)
2. Verify that any changes/feedback made to our processes are reflected and updated in our
SOP/Guidelines documents.
2. Regular Work Activities 80% - These must be done ongoing daily/weekly after the BIG ROCKS are
complete.
1. Day-to-day management of calendars, coordination of meetings and calls internally and
externally.
2. Manage changing priorities and handle conflicting requests and matters expeditiously.
3. Anticipate needs and proactively bring together resources to support the executives and
help meet their goals and achieve company priorities.
Project Management and Process Improvement
Collaborate with direct reports of the CEO & CCO to facilitate and execute strategic projects
Communicate status of key projects to CEO
Identify opportunities to enhance or streamline administrative processes and lead efforts to optimize
Administrative * Provide administrative support for the CCO & CEO
Coordinate meetings, attend meetings and prepare minutes as directed.
Handle sensitive/confidential information requiring a high level of discretion.
Develop a good working relationship with all levels of staff.
Cultivate relationships and maintain contact with external stakeholders on behalf of CEO & CCO
Manage expenses by forwarding all receipts to the accounting team
Document Creation * Prepare professional business communication documents including memos, letters, invoices
and emails with some direction from the CEO
Creating PowerPoint presentations.
Partner with functional teams to develop and maintain key organizational materials, including
up-to-date org charts, for a rapidly growing organization
Adhere to firm directed formats including fonts and logos for all internal and external
communication documents
Organizing and Planning * Arrange and reserve conference rooms, catering, audio visual and telephony equipment for meetings and conferences as requested
Arrange international and domestic travel in accordance with Company policy
Facilitate / support the onboarding of new team members
Coordinate and arrange logistics for external functions including meetings, conferences, entertainment, receptions and dinner arrangements with minimal direction
Prepare an official agenda for meetings
Filing and Document Management * Develop and maintain an effective electronic filing system for the management of Company
documents, including classified and confidential files
Maintain contact details for the CEO & CCO (business contacts etc)
Send birthday cards, gifts & notes to business contacts & team members
Maintain reference library (articles and business subscriptions)
Personal Household Management * Research summer camps, sports camps and opportunities for children
Maintain monthly budget
Research, plan & make personal travel arrangements
Coordinate maintenance, deliveries, follow up on medical bills, etc
Assist with event planning
3. As Needed Activities - These must be done once assigned.
1. Various projects as requested by leadership.
4. Mandatory Meetings - These meetings must be attended and meeting minutes taken and distributed.
1. Weekly 411 Meetings:
o TBD
About You: * Testing and QA Management
Project Management Process Audit
Process Documentation
Previous Project Management Office (PMO) experience
Knowledge of Lean Six Sigma methodologies
Someone who seeks out issues and owns driving solutions to them, while keeping all resources informed of progress
A proactive learner and able to demonstrate exceptional deductive reasoning skills
Eager to learn new skills
Comfortable in different roles, sometimes supporting, sometimes leading.
Work independently in a fast-paced and rapidly changing environment.
High level of personal accountability
History of "owning" the job and never ever giving the job back
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MultiplyMii

Philippines
Permanent
Full-time