Executive Assistant
BSA Solutions Inc., Philippines
Job Description
ABOUT US
BSA Solutions offers talent outsourcing services to small and medium-sized businesses. We provide access to highly skilled professionals, enabling global businesses to build their dream teams in the Philippines and Malaysia. Our vision is to create a community of successful companies where talented individuals can meet and collaborate. We encourage our talents to push their limits, embrace their potential, and passionately pursue greatness. We pride ourselves on delivering exceptional results to our clients through our personalised service and our in-depth knowledge of the markets we serve.
HEADLINE
Are you looking for an exciting opportunity to be an integral part of a cutting-edge AI technology company? We are searching for a talented individual to join our team in a multi-task role working for senior management. If so, we have an exciting opportunity for you.
We are seeking an EXECUTIVE ASSISTANT to o be part of a groundbreaking company in the software industry from Amsterdam, The Netherlands, committed to transforming how software is created. Their projects span across enterprise, government, and various industrial sectors.
What's in it for you:
- Work on cutting-edge AI technology and be part of a collaborative and forward-thinking team.
- Personalised development program.
- Work alongside talented professionals in a rapidly evolving industry.
This is a full-time role, Monday to Friday, Flexible Shift.
This is an office-based position in central Cebu City.
The expected start date is March 2024.
ABOUT THE ROLE
This EXECUTIVE ASSISTANT role is a multi-task role. You will manage the CEO's schedule, coordinate high-level meetings, and ensure efficient communication with internal and external stakeholders. This is not your typical administrative role you will have a front-row seat in the decision-making process, contribute to strategic initiatives, and have a real impact on the company's success. The role demands a self-motivated, proactive individual with a strong work ethic, adaptability, and a passion for emerging technologies.
RESPONSIBILITIES
- Coordinate the preparation of meeting minutes, confirm venue and restaurant bookings, dietaries, and accommodation, and assist with the preparation and circulation of the agenda.
- Act as a liaison between the CEO and various stakeholders, including board members, executives, consultants, clients, and employees, ensuring seamless communication and confidentiality.
- Coordinate and schedule travel arrangements, both domestic and international travels.
- Manage the CEO’s expenses and reimbursement, liaising with the Finance team.
- Manage the CEO's email inbox, filtering and prioritising messages, drafting appropriate responses, highlighting key points, and providing concise summaries for quick decision-making and ensuring timely follow-up on critical matters.
- Proactively manage the CEO's complex and ever-changing daily diary, ensuring effective time management and prioritisation of commitments.
- Conduct research, compile data, and prepare materials to support the CEO's decision-making process.
- Prepare and edit correspondence, reports, presentations, and other business documents with a keen eye for detail and exceptional writing skills.
- Manage the CEO's subscriptions and memberships, including monitoring renewal dates, coordinating payment processes, and ensuring the CEO's access to relevant resources and benefits.
- Prepare reports, presentations, and other documents as required.
- Maintain organised files and document management systems.
- Collaborate with cross-functional teams to support project implementation and execution.
Requirements
- Bachelor’s degree in Business Administration or similar.
- At least three (3) years in a similar role, preferably in a technology industry.
- Exceptional attention to detail and accuracy.
- Strong organisational and time management skills, with the ability to prioritise and meet deadlines.
- Excellent verbal and written English and interpersonal skills to interact with senior management effectively.
- Proficiency in using productivity tools like Microsoft Office Suite, Google Suite, and CRM software.
- Ability to handle confidential and sensitive information with discretion.
- Demonstrated problem-solving and decision-making abilities.
- Flexible and adaptable to changing priorities and a fast-paced environment.
- Ability to work independently and collaboratively as part of a team in a fast-paced, complex, process-driven industry environment.
- Strong sense of accountability and reliability to produce quality output in line with internal processes.