Senior Executive Assistant
Full-time
Outsourced Quality Assured Services
About Us Outsourced.ph is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals.
Overview We are a growing advisory and consulting firm supporting CEOs, executives, and leadership teams across leadership development, business advisory, and organizational transformation. We are looking for an exceptional Executive Assistant to provide direct support to senior leadership and coordinate key administrative and operational activities across the team. In this role, you will create order, anticipate operational needs, follow through on details, and continuously improve how we work. Key ResponsibilitiesExecutive & Calendar Support
Overview We are a growing advisory and consulting firm supporting CEOs, executives, and leadership teams across leadership development, business advisory, and organizational transformation. We are looking for an exceptional Executive Assistant to provide direct support to senior leadership and coordinate key administrative and operational activities across the team. In this role, you will create order, anticipate operational needs, follow through on details, and continuously improve how we work. Key ResponsibilitiesExecutive & Calendar Support
- Manage senior leadership calendars, prioritizing client-facing commitments.
- Coordinate meetings, travel, scheduling changes, and logistics.
- Ensure executives are fully prepared with materials and information for upcoming meetings.
- Proactively anticipate scheduling and administrative requirements.
- Support client engagements from initial setup through completion.
- Coordinate client communications, meetings, distribution of materials, and follow-ups.
- Maintain project management systems, tracking tasks, timelines, and action items.
- Ensure clients receive a responsive, organized, and high-touch experience.
- Handle participant registration, communications, scheduling, and logistics for programs and workshops.
- Administer leadership and organizational assessments (setup, tracking, and reports).
- Administer surveys, monitor responses, and organize output data.
- Coordinate venues, catering, travel, and logistics as required, adhering to SOPs.
- Prepare initial drafts of proposals, contracts, letters, and reports using templates.
- Review all outgoing materials for accuracy, formatting, dates, pricing, and consistency.
- Format and refine PowerPoint presentations and client materials.
- Transfer survey and assessment data into presentation and reporting templates.
- Help maintain project management, time tracking, and digital filing systems.
- Document, maintain, and update Standard Operating Procedures (SOPs).
- Support invoicing, accounts receivable follow-ups, and coordination with the bookkeeper.
- Manage software subscriptions, account permissions, and renewals.
- Leverage AI tools (e.g., ChatGPT) daily to streamline tasks, automate recurring administrative work, draft documents, and improve workflow efficiency.
- Provide general administrative support to the consulting team.
- Draft initial HR and employment documents using established templates.
- Assist with recruitment logistics, including interview coordination and resume screening.
- Maintain accurate, confidential records.
- Experience: Proven experience as an Executive Assistant or in a senior administrative role, ideally within consulting, professional services, leadership development, or HR.
- Communication: Exceptional written and spoken English with strong interpersonal skills for executive-level communication.
- Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
- AI & Automation: Strong comfort utilizing ChatGPT and other AI tools to build processes, draft content, summarize information, and improve daily tasks.
- Operations: Experience with project management and workflow management tools.
- Core Strengths: High attention to detail, strong problem-solving abilities, discretion with confidential information, and the ability to manage competing priorities independently.
- 100% WFH
- Competitive Salary
- HMO With Free Dependent
Vacancy posted 1 day ago
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