Executive search firm Monroe Consulting Group Philippines is recruiting on behalf of a prestigious business school and research institution. Our esteemed client is seeking a skilled Executive Assistant ensuring that the Office of the President and Dean operates smoothly and that all meetings and initiatives are executed with precision and professionalism. The position is based in Makati City, Philippines and offers a Hybrid (4x onsite, 1x WFH) work arrangement.
Job summary:
The Executive Assistant will provide high-level administrative support to the President and Dean, ensuring the efficient coordination and execution of key meetings, managing confidential information, and assisting with strategic initiatives. This role requires a proactive and organized professional who can maintain the highest standards of service and confidentiality. The EA is expected to perform duties with the highest professional standards and competence, meeting the deliverables in a timely and efficient manner as per the institute's schedule. Supporting documentation may be required for services and deliverables rendered prior to the release of full payment.
Key Job Responsibilities:
- Meeting Coordination and Logistical Support: - Manage all logistical requirements and coordination of meetings called by the President, including the Strategy and Resource Committee, Quarterly Board of Trustees Meetings, annual joint Board Meetings, and other special meetings involving various stakeholders.
- Minutes and Reports Preparation: - Understand and accurately capture the discussions during meetings conducted by the Office of the President and Dean. Prepare minutes and reports that reflect the key points and decisions made.
- Confidential Documents Handling: - Prepare, manage, and handle all confidential documents and correspondence with discretion and professionalism.
- Budget Management: - Prepare, monitor, and manage the budget for the Office of the President and Dean, ensuring efficient use of resources.
- Support to Corporate Secretary: - Act as Assistant Corporate Secretary to the Board of Trustees by assisting the Corporate Secretary in preparing board documentation, resolutions, and other legal requirements.
- Supervision and Knowledge Transfer: - Supervise the existing Executive Assistant, providing guidance and facilitating knowledge and skills transfer to enhance team efficiency.
- Event Coordination: - Assist in coordinating events organized by the Institute and units under the Office of the President and Dean, as needed.
- Research and Analysis: - Conduct research and gather data on topics relevant to the President and Dean's initiatives, projects, and strategic goals. Summarize findings and provide insights to support decision-making and strategy development.
Key Job Qualifications:
- Proven experience as an Executive Assistant or similar role, preferably in a senior executive environment.
- Strong organizational and multitasking skills with the ability to manage complex schedules and logistics.
- Excellent verbal and written communication skills.
- High level of discretion in handling confidential information.
- Proficiency in budget preparation and management.
- Ability to work independently and collaboratively in a fast-paced environment.
- Familiarity with corporate governance and board documentation is an advantage.
