Executive AssistantClark Outsourcing

Position Title: Executive Assistant
Salary: 40,000 - 50,000 PHP a month
Reports To: Partner, Partner Advisor
Primary Relationships: Partner Team
Date: February 2024Schedule: 9:00 PM - 6 00 AM PHT
Responsibilities:
Communication: Manage emails, answer phone calls, and respond to inquiries in a timely and professional manner. Serve as a liaison between team members, clients, and external partners.
Scheduling: Coordinate and manage calendars, schedule appointments, agendas, schedule and organize meetings, and conference calls. Ensure all parties are informed and prepared for engagements. Virtual Meetings: Coordinate virtual meetings, set up video conferencing platforms, manage attendance, and provide technical support as needed.
Is responsible for heavy calendar management utilizing Microsoft Outlook; must be flexible with last-minute schedule changes and urgent meeting requests.
Must be proficient in Excel, PowerPoint, Word, and Outlook at an advanced level
Book travel and process expense reimbursements.
Documentation: Create and maintain digital and physical files, ensuring accurate organization and easy retrieval of important documents. Assist in preparing reports, presentations, and other documentation as needed.
Must be able to compose business correspondence and format spreadsheets as well as maintain organizational charts.
Travel Arrangements: Assist in making travel arrangements, including flight bookings, hotel reservations, and transportation coordination.
Data Entry: Input and manage data in various systems and platforms including Oracle iExpense and the Newmark Revenue Management System. Maintain accuracy and attention to detail while entering and updating information.
Research: Conduct online research to gather information, data, or resources as required by team members. Summarize findings and present them in a clear and concise manner
Task Management: Assist in task prioritization and follow-up, ensuring that projects and assignments are completed within designated deadlines
Administrative Support: Provide general administrative support to brokers and managers, including handling expense reports, processing invoices, and managing basic property marketing functions
Serve as backup for invoice processing, company card relationship and other duties
Confidentiality is EXTREMELY important. Must handle confidential material in a discreet and professional manner
Works on special assignments that may be complex in nature where judgment and initiative are required in resolving problems and making recommendations
Meets designated deadlines and works effectively in a pressurized environment
Must have a professional phone manner and be able to interact with staff and clients
Must be able to multi-task with little or no supervision
Be able to prioritize when working for more than one person
Have a "can-do" attitude. Be willing to do what it takes to get it done
Qualifications:
Previous experience as an administrative assistant, virtual assistant, or in a similar role is required
1-2 years of experience being an EA with strong VA background
Excellent written and verbal communication skills
Proficient in using various office software, including Microsoft Office Suite and Google Workspace
Strong organizational skills and attention to detail
Ability to manage time effectively and prioritize tasks
Tech-savvy with the ability to learn new tools and platforms quickly
Strong problem-solving skills and a proactive approach to challenges
Discretion and confidentiality when handling sensitive information
Reliable high-speed internet connection and appropriate remote work environment
Availability to work in all US time zones
COmpany Benefits:
SSS, Philhealth, Pag-Ibig
13th Month Pay
HMO and Life Insurance (AVEGA)
Free Shuttle Service
CO League - Monthly Company Activities
CO Clubs
CO Amenities Swimming Pool, Clinic and Kids zone
CO Stars - Corporate Social Responsibility Involvement Scholarship Programs
CO Academy - Training and Development Programs
COolture Coach
CO Gears
Cool and Flexible Workplace
Other Performance and Attendance Based Rewards
Bereavement Leave
Paternity Leave
7 days SOLO Parent Leave
Magna Carta Leave
Company Bank Loan
Summary of role requirements:
Looking for candidates available to work:
Monday: Evening, Morning
Tuesday: Evening, Morning
Wednesday: Evening, Morning
Thursday: Evening, Morning
Friday: Evening, Morning
2-3 years of relevant work experience required for this role
Working rights required for this role