Executive Assistant

📢 We’re Hiring: Executive Assistant (Onsite, Makati City)

We’re looking for a friendly, organized, and dependable Executive Assistant to provide day-to-day administrative support to company leadership.

This is a hands-on administrative support role, not a project management position. You’ll help leadership stay organized by managing schedules, maintaining spreadsheets, making professional phone calls, following up on pending matters, and assisting with recruitment activities.

If you enjoy working with people, communicating professionally, and keeping everything organized, we’d love to meet you.

🎯 What You’ll Be Doing

📅 Executive & Administrative Support

• Provide day-to-day administrative support to company leadership.
• Organize appointments, meetings, contacts, documents, and pending tasks.
• Maintain executive calendars and schedule meetings, calls, and interviews.
• Prepare professional emails, letters, meeting notes, and simple reports.
• Organize electronic files and company records.
• Monitor deadlines and keep management informed of pending matters.
• Assist with general office and administrative duties.

📞 Phone Calls & Follow-Up

• Make professional phone calls to candidates, vendors, clients, government offices, healthcare organizations, and other business contacts.
• Follow up politely and consistently when documents, appointments, or responses are still needed.
• Ask clear questions and take accurate notes during conversations.
• Record contact names, telephone numbers, reference numbers, requirements, and next steps.
• Maintain organized follow-up trackers to ensure nothing is overlooked.
• Communicate delays or issues to management.

👥 Recruitment Assistance

• Review resumes based on company guidelines.
• Conduct basic candidate pre-screening calls using prepared questions.
• Ask candidates about their experience, availability, salary expectations, communication skills, and interest in the position.
• Prepare concise summaries for management.
• Schedule interviews and send confirmations and reminders.
• Follow up with candidates regarding requirements and next steps.
• Maintain recruitment spreadsheets and applicant trackers.
• Assist with reference checks and onboarding documents when needed.

📊 Spreadsheets & Organization

• Create and maintain Microsoft Excel spreadsheets and Google Sheets.
• Update contact lists, applicant trackers, follow-up lists, schedules, and administrative records.
• Use filters, sorting, tables, formatting, and basic formulas.
• Verify information for completeness and accuracy.
• Organize records so they’re easy for management to review.

✅ Must-Have Qualifications

• Excellent spoken and written English.
• Comfortable speaking with people over the telephone.
• Professional, friendly, and confident communication skills.
• Strong follow-up skills and willingness to call again when necessary.
• Proficient in Microsoft Excel or Google Sheets.
• Highly organized with strong attention to detail.
• Excellent interpersonal and customer service skills.
• Able to manage multiple administrative tasks simultaneously.
• Reliable, punctual, and dependable.
• Comfortable handling confidential company and candidate information.
• Willing to work onsite in Makati City.

🌟 Preferred Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, Office Assistant, HR Assistant, or Recruitment Assistant.
• Experience supporting executives or business owners.
• Experience scheduling interviews and coordinating calendars.
• Strong organizational and multitasking abilities.
• Comfortable working independently while knowing when to seek guidance.

⭐ The Ideal Candidate

We’re looking for someone who:

• Is friendly and easy to work with.
• Communicates comfortably with different types of people.
• Is polite but persistent when following up.
• Doesn’t become discouraged when someone doesn’t answer immediately.
• Keeps accurate notes and remembers important details.
• Enjoys organizing spreadsheets, schedules, documents, and information.
• Takes initiative with routine administrative work.
• Knows when to work independently and when to ask for guidance.
• Represents the company professionally at all times.